state of maryland baltimore city community...

Document Management System RFP

Table of Contents

STATE OF MARYLAND

BALTIMORE CITY COMMUNITY COLLEGE

PURCHASING OFFICE

Harper Hall, Room 204

2901 Liberty Heights Avenue

Baltimore MD 21215

REQUEST FOR PROPOSAL (RFP) Document Management System

Baltimore City Community College

R##########

Offerors are invited to submit proposals which conform

to the requirements of this solicitation

Minority Business Enterprises are Encouraged

to Respond to this Solicitation.

Date: mm/dd/yyyy


Table of Contents

Table of Contents NOTICE TO OFFERORS/BIDDERS ...................................................................................................................... 5

KEY INFORMATION SUMMARY SHEET .............................................................................................................. 6

SECTION 1 Objective ........................................................................................................................................ 8

1.1 SUMMARY STATEMENT ...................................................................................................................... 8

1.2 ISSUING OFFICE.................................................................................................................................. 9

1.3 DEFINITIONS ........................................................................................................................................ 9

1.4 QUESTIONS AND INQUIRIES.............................................................................................................. 9

1.5 CLOSING DATE ................................................................................................................................ 10

1.6 ACCEPTANCE OF PROPOSAL CONTENT AND DURATION OF OFFER ..................................... 10

1.7 LIVING WAGE................................................................................................................................... 10

SECTION 2: GENERAL INFORMATION ........................................................................................................... 11

2.1 PURPOSE ........................................................................................................................................... 11

2.2 REVISIONS TO THE RFP .................................................................................................................... 11

2.3 CANCELLATIONS/DISCUSSIONS .................................................................................................... 11

2.4 PROPOSAL ACCEPTANCE ............................................................................................................. 11

2.5 ORAL PRESENTATION ...................................................................................................................... 11

2.6 INCURRED EXPENSES ....................................................................................................................... 11

2.7 ECONOMY OF PREPARATION ....................................................................................................... 12

2.8 DISPUTES ............................................................................................................................................ 12

2.9 MULTIPLE OR ALTERNATIVE PROPOSALS ...................................................................................... 12

2.10 ACCESS TO PUBLIC RECORDS ACT NOTICE ........................................................................... 12

2.11 OFFEROR RESPONSIBILITIES ........................................................................................................ 12

2.12 BID/PROPOSAL AFFIDAVIT ......................................................................................................... 12

2.13 MANDATORY CONTRACTUAL TERMS ...................................................................................... 12

2.14 CONTRACT AFFIDAVIT ................................................................................................................ 13

2.15 MINORITY BUSINESS ENTERPRISES .............................................................................................. 13

2.16 ARREARAGES ............................................................................................................................... 13

2.17 PROCUREMENT METHOD ........................................................................................................... 13

2.18 CONTRACT DURATION ............................................................................................................... 13

2.19 CONTRACT TYPE .......................................................................................................................... 13

2.20 SUCCESSFUL OFFEROR REQUIREMENTS ................................................................................... 14

2.21 PROTESTS ....................................................................................................................................... 14

2.22 INDEMNITY INSURANCE .............................................................................................................. 14

2.23 FALSE STATEMENTS ...................................................................................................................... 15

2.24 BILLING .......................................................................................................................................... 15


Table of Contents

2.25 CURRENT PROCESSING ENVIRONMENT .................................................................................. 16

2.30 APPLICATION PROFILES .............................................................................................................. 17

SECTION 3: FUNCTIONAL REQUIREMENTS .................................................................................................... 19

3.1 INTRODUCTION ................................................................................................................................ 19

3.2 OVERVIEW AND VISION ................................................................................................................. 19

3.3 SPECIAL CONSIDERATIONS............................................................................................................ 21

3.4 FUNCTIONAL AREAS ....................................................................................................................... 21

SECTION 4: TECHNICAL REQUIREMENTS ....................................................................................................... 27

4.1 SYSTEM ADMINISTRATION ............................................................................................................... 27

4.2 SERVER .............................................................................................................................................. 27

4.3 CLIENT ............................................................................................................................................... 28

4.4 SYSTEM AUDITING ............................................................................................................................ 28

4.5 STORAGE .......................................................................................................................................... 28

4.6 SECURITY ........................................................................................................................................... 28

4.7 LICENSE ............................................................................................................................................. 29

4.8 MAINTENANCE AND SUPPORT ...................................................................................................... 29

4.9 TRAINING .......................................................................................................................................... 29

4.10 SYSTEM ARCHITECTURE .............................................................................................................. 30

SECTION 5.0 PILOT IMPLEMENTATION PROJECTS ............................................................................. 31

5.1 FINANCIAL AID ................................................................................................................................ 31

5.2 HUMAN RESOURCES ....................................................................................................................... 31

5.3 ACCOUNTS PAYABLE ..................................................................................................................... 31

SECTION 6: PROJECT MANAGEMENT ........................................................................................................... 32

6.1 PROJECT MANAGEMENT METHODOLOGY ................................................................................ 32

6.2 PROJECT WORK PLAN .................................................................................................................... 32

6.3 STATUS REPORTING ......................................................................................................................... 33

6.4 ISSUE RESOLUTION ........................................................................................................................... 33

6.5 PROJECT CONTROLS, STANDARDS, AND PROCEDURES .......................................................... 34

6.6 RISK MANAGEMENT PLAN AND PROCEDURES .......................................................................... 34

SECTION 7: IMPLEMENTATION AND SUPPORT ............................................................................................. 35

SECTION 8: REQUIREMENTS FOR PROPOSAL PREPARATION .................................................................... 39

8.1 TRANSMITTAL LETTER ........................................................................................................................ 39

8.2 PROPOSAL FORMAT ....................................................................................................................... 39

8.3 VOLUME I: TECHNICAL PROPOSAL .............................................................................................. 39

8.4 VOLUME II: FINANCIAL PROPOSAL ............................................................................................... 42

SECTION 9: EVALUATION AND SELECTION PROCEDURE .......................................................................... 43

9.1 EVALUATION COMMITTEE .............................................................................................................. 43


Table of Contents

9.2 RECIPROCAL PREFERENCE – RESIDENT BIDDER .......................................................................... 43

9.3 QUALIFYING PROPOSALS ................................................................................................................ 43

9.4 SELECTION PROCESS ...................................................................................................................... 43

9.5 CRITERIA FOR TECHNICAL EVALUATION ..................................................................................... 44

9.6 FINANCIAL EVALUATION ................................................................................................................ 45

9.7 BEST AND FINAL OFFERS ................................................................................................................. 45

9.8 DEBRIEFING OF UNSUCCESSFUL OFFERORS ................................................................................ 45

9.9 FINAL EVALUATION AND RECOMMENDATION FOR AWARD .................................................. 45

Section 10: SCHEDULE OF EVENTS ............................................................................................................... 46

APPENDIX A: PRICE PROPOSAL FORM ........................................................................................................ 47

APPENDIX B: BID/PROPOSAL AFFIDAVIT ..................................................................................................... 53

APPENDIX C: SAMPLE CONTRACT AGREEMENT ........................................................................................ 59

APPENDIX D: CONTRACT AFFIDAVIT ........................................................................................................... 70

APPENDIX E: MBE INSTRUCTIONS/FORMS ................................................................................................... 71

APPENDIX F: DOCUMENT RETENTION AND DISPOSAL POLICY ................................................................ 83


Notice to Offerors/Bidders

STATE OF MARYLAND

NOTICE TO OFFERORS/BIDDERS

To help us improve the quality of State bid and proposal solicitations, and make our

procurement process more responsive and ―business friendly‖, we ask that you take a few

minutes and provide comments and suggestions regarding the enclosed solicitation. Please

return your comments with your bid, proposal, or ―no bid‖, as the case may be. Thank you for

your assistance.

Bid/Proposal Number: ######

Entitled: Document Management System

If you have responded with a ―no bid‖, please indicate the reason(s) below:

o Other commitments preclude our participation at this time.

o The subject of the solicitation is not something we ordinarily provide.

o We are inexperienced in the work/commodities required.

o Specifications are unclear, too restrictive, etc. (Explain in Remarks section.)

o The scope of work is beyond our present capacity.

o Doing business with Maryland State Government is too complicated.

o We cannot be competitive. (Explain in Remarks section.)

o Time allotted for completion of the bid/proposal is insufficient.

o Start-up time is insufficient.

o Time allotted for completion of the required work is insufficient.

o Bonding/Insurance requirements are too difficult. (Explain in Remarks section.)

o Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in Remarks section.)

o Minority Business Enterprise requirements. (Explain in Remarks section.)

o Prior State of Maryland Contract experience was unprofitable or otherwise unsatisfactory.

(Explain in the Remarks section.)

o Payment schedule is too slow.

o Other:

If you have submitted a bid or proposal, and wish to offer suggestions or express concerns,

please use the Remarks section below. (Use reverse side or attach additional pages as needed.)

REMARKS:____________________________________________________________________________________

_____________________________________________________________________________________________

Contractor/ Offeror Name: Date: ______________

Contact person: Phone:

Address: ____________________________________________________________________________________

THANK YOU!



KEY INFORMATION SUMMARY SHEET

Title of RFP: Document Management System

RFP Issue Date: Month DD, YYYY

RFP Number: ############

Description of Product/Services: The selected vendor will provide an Electronic Document

Management System and related installation and training

services for Baltimore City Community College (BCCC).

Procurement Method: Competitive Sealed Proposals (COMAR 21.05.03)

Contract Term: BCCC wishes to acquire and implement a Document

Management System in the most expeditious manner possible,

and to enter into an ongoing relationship with the selected vendor

to provide maintenance and support.

Issuing Office: Baltimore City Community College

Purchasing Office



Baltimore, Maryland 21215

Issuing Office Point of Contact: Mr. Lonnie McKenzey 410-462-7609

Procurement Officer: Mr. Lonnie McKenzey

Procurement Specialist




Contract Administrator: Chief Information Technology Officer or his/her designee

Deadline for Receipt of Proposals: DAY, mm/dd/yyyy, at 2:00 p.m.

Proposal(s) Received at: Purchasing Office: Mr. Lonnie McKenzey, Procurement Specialist,

Baltimore City Community College, Harper Hall Room 204, 2901

Liberty Heights Avenue, Baltimore, Maryland 21215.

Pre-Proposal Conference:

A Pre-Proposal Conference will be held on DAY, MM/DD/YYYY, beginning at 10:00 a.m. in the

President‘s Conference Room, 1st Floor, Administration Building, 2901 Liberty Heights Avenue,

Baltimore, Maryland 21215. Attendance at the Pre-Proposal Conference is mandatory. In

addition, attendance may facilitate the Offeror‘s ability to meet MBE goals. Minutes of the

meeting will be distributed as soon as practicable, in accordance with State Finance and

Procurement Article 13-210 (a), Maryland Annotated Code.



eMaryland Marketplace

In order to receive a contract award, a vendor must be registered on eMaryland Marketplace.

These guidelines can be found on the eMaryland Marketplace website at:

www.eMarylandMarketplace.com

Directions to Baltimore City Community College, Liberty Campus, 2901 Liberty Heights Avenue,

from I-695, the Baltimore Beltway:

Use Exit 18 marked Lochearn, which exits onto Liberty Road. Drive south on Liberty Road

approximately 4.5 miles. Liberty Road becomes Liberty Heights Avenue. The college is well

marked on your right at the intersection of Druid Park Drive and Liberty Heights Avenue.

http://www.emarylandmarketplace.com/


1.0 Objective

SECTION 1 Objective

1.1 SUMMARY STATEMENT

The purpose of this Request for Proposal (RFP) is to obtain an Enterprise (Electronic) Document

Management System for Baltimore City Community College (BCCC).

Baltimore City Community College is seeking an extraordinary partnership with a company that

is committed to higher education and to the success of the College. This Request for Proposals is

intended to inspire Offerors to prepare outstanding proposals for systems, services, and solutions

that are visionary and that will allow BCCC to achieve its goals of providing exemplary services

to learners, faculty, staff, and the community.

Serving primarily the residents and business community of Baltimore City, Maryland, BCCC is a

State-sponsored, comprehensive two-year degree-granting college on two campuses. The

College serves over 22,000 credit and non-credit students. With its broad range of degree and

certificate programs, affordable tuition, and extensive outreach, BCCC offers educational

opportunities on all levels to the citizens of Baltimore and the State of Maryland that enable

students to obtain good jobs or to transfer to four-year colleges or to take a short-term training

courses to upgrade their skills or acquire new ones. BCCC also offers continuing education

programs such as English as a Second Language (ESL) and Adult Basic Education (ABE), which

provide literacy skills and General Education Development (GED), which prepares students to

take the Tests of General Education Development administered by the Maryland State

Department of Education to acquire a Maryland High School Diploma. The College is

committed to enhancing the economic prospects of the Baltimore community through

computer literacy and knowledge of state-of-the-art technologies aimed at 21st century

employment.

The College employs approximately four hundred and seventy (470) full time employees and six

hundred and sixty (660) contractual employees, many of whom are adjunct faculty.

Approximately two hundred and fifty (250) of the full time employees form three bargaining units

covered by collective bargaining agreements.

The College‘s current Strategic Plan and its Vision and Mission Statements demonstrate the

critical role technology plays in the college‘s present structure and future design.

Vision

Baltimore City Community College strives to be the leader in providing quality education that

responds to and meets the needs of a diverse population of learners, adding value to lives and

the community.

Mission

Baltimore City Community College (BCCC) provides outstanding educational, cultural, and

social experiences to the residents of Baltimore City, the State of Maryland, and surrounding

areas. The college‘s accessible, affordable, comprehensive programs include college transfer

and career preparation, technical training, and life skills training. The College provides a variety

of student services that meet and support the learning needs of an increasingly diverse student

population. BCCC is a dynamic higher education institution that is responsive to the changing

needs of its stakeholders: individuals, businesses, government, and educational institutions of the

community at large.


1.0 Objective

In an effort to satisfy the College‘s vision and mission statements, the following seven strategic

issues were defined:

Improve Teaching and Learning

Enhance Governance and Administration

Strengthen Student Success

Maximize Institutional Resources

Utilize Technology

Expand Workforce Development and Continuing Learning

Strengthen Community Outreach and Improve the college Image

Further background information on BCCC can be found at www.bccc.edu.

1.2 ISSUING OFFICE

The sole point of contact in the State for purposes of this RFP is the Procurement Officer at the

Issuing Office address listed below:

Mr. Lonnie Mc Kenzey

Procurement Specialist


Purchasing Office




Telephone: 410-462-7609

Fax: 410-225-4603

E-mail: [email protected]

1.3 DEFINITIONS

Offeror: Each organization submitting a response to this Request for Proposal

Contractor or Vendor An Offeror whose proposal is selected for contract award

Contract Administrator: Chief Information Technology Officer or his/her designee

RFP: Request for Proposal

BCCC: Baltimore City Community College

1.4 QUESTIONS AND INQUIRIES

Subsequent to the Pre-Proposal Conference (See ―Key Information Summary Sheet‖), questions

and inquiries should be submitted in writing in a timely manner. In the case of questions not

received in a timely manner, the Procurement Officer shall, based on the availability of time to

research and communicate an answer, decide whether an answer can be given before the

proposal due date. Answers to all substantive questions that have not previously been

http://www.bccc.edu/

mailto:[email protected]


1.0 Objective

answered, will be distributed to all Offerors who are known to have received the RFP.

In addition, a summary of the Pre-Proposal Conference will be distributed as soon as

practicable.

1.5 CLOSING DATE

An original, so marked, and four (4) copies of each proposal (Technical and Financial in

separately sealed envelopes) must arrive at the Issuing Office no later than mm/dd/yyyy at 2:00

p.m., in order to be considered. An electronic version of the Technical Proposal shall also be

submitted with the original. Electronic media must be a CD and shall bear a label on the outside

that references the RFP number and name as well as the Offeror‘s name and the following

words: ―Volume I: Technical Proposal.‖ Requests for extension of this date or time will not be

granted. Offerors mailing proposals should allow sufficient mail delivery time to ensure timely

receipt at the Issuing Office. Except as provided in COMAR 21.05.02.10, proposals or unsolicited

amendments to proposals arriving after the closing time and date will not be considered.

Proposals delivered by facsimile will not be considered.

1.6 ACCEPTANCE OF PROPOSAL CONTENT AND DURATION OF OFFER

The content of this RFP and the Proposal (Technical and Financial) of the successful Offeror or

Offerors will be included by reference in any resulting contract. All prices, costs, terms, and

conditions in the Proposal shall remain fixed for 120 days after the closing date for receipt of

proposal or the best and final offers are submitted. This period may be extended by written

mutual agreement between the Offeror and the requesting State organization.

1.7 LIVING WAGE

During the term of the contract resulting from this solicitation the awarded vendor shall pay its

employees a Living Wage in accordance with applicable City, State or Federal Living Wage

legislation and regulations.

The awarded amount of the contract resulting from this solicitation cannot be increased for the

vendor‘s failure to factor into its proposal any future increases in the Living Wage rates in effect

at the time of this solicitation.


2.0 General Information

SECTION 2: GENERAL INFORMATION

2.1 PURPOSE

The purpose of this Request for Proposal (RFP) is to obtain a Document Management System

and associated implementation and training services for Baltimore City Community College

(BCCC) as described herein.

2.2 REVISIONS TO THE RFP

If it becomes necessary to revise this RFP, amendments will be provided to all prospective

Offerors who were sent this RFP or otherwise are known by the Procurement Officer to have

obtained this RFP. Acknowledgment of the receipt of all amendments to the RFP must

accompany the Offeror‘s proposal. Failure to acknowledge receipt does not relieve the Offeror

from complying with all terms of any such amendment.

2.3 CANCELLATIONS/DISCUSSIONS

The Procurement Officer reserves the right to accept or reject any and all proposals, in whole or

in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to

conduct discussions with all qualified Offerors in any manner necessary to serve the best interests

of the State of Maryland. Additionally, the Procurement Officer, at his/her discretion, may

negotiate with all potentially qualified Offerors in an effort to serve the best interests of the State.

The Procurement Officer also reserves the right, at his sole discretion, to award a contract based

upon the written proposals received without prior discussions or negotiations.

2.4 PROPOSAL ACCEPTANCE

By submitting a proposal in response to this RFP, an Offeror shall be deemed to have accepted

all terms, conditions, and requirements set forth in this RFP unless otherwise clearly noted and

explained in its proposal. Any exceptions will be clearly communicated in the transmittal letter.

2.5 ORAL PRESENTATION

Offerors who submit a proposal in response to this RFP may be required to provide a product

demonstration and oral presentation of the proposal to the Evaluation Committee, possibly on

short notice. All representations made by an Offeror during an oral presentation must be

reduced to writing. All such representations will become part of the Offeror‘s proposal and are

binding if the contract is awarded. The time and location for this presentation shall be scheduled

by the Procurement Officer. The oral presentation will assist the Evaluation Committee with its

ranking of the Technical proposal.

2.6 INCURRED EXPENSES

The College will not be responsible for any costs incurred by an Offeror in preparing and

submitting a proposal or in performing any other activities relative to this solicitation.



2.7 ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise

description of the Offeror's proposal to meet the requirements of this RFP. Oral, telegraphic,

electronic mail, facsimile or mailgram proposals will not be accepted.

2.8 DISPUTES

Any disputes relative to this solicitation shall be subject to the provisions of COMAR 21.10

(Administrative and Civil Remedies).

2.9 MULTIPLE OR ALTERNATIVE PROPOSALS

An Offeror shall not submit an alternate proposal or more than one proposal for the RFP.

However, an offeror may submit a proposal containing alternative or optional system

components or services.

2.10 ACCESS TO PUBLIC RECORDS ACT NOTICE

An Offeror should identify those specific portions of its proposal that it considers confidential,

proprietary commercial information or trade secrets, and provide justification why such

materials, if requested, should not be disclosed by the State under the Access to Public Records

Act, Title 10, Subtitle 6, of the State Government Article of the Annotated Code of Maryland.

Offerors are advised that, upon request for this information from a third party, the Procurement

Officer will be required to make an independent determination whether the information may be

disclosed (see COMAR 21.05.08.01).

2.11 OFFEROR RESPONSIBILITIES

The State will enter into Contractual agreement only with the selected Offeror. The selected

Offeror shall be responsible for all products and services required by this RFP. Except as noted

below, sub-contractors, if any, must be identified and a complete description of their role

relative to the proposal must be included in the proposal. Sub-contractors retained for the

purpose of meeting the established MBE participation goal for this solicitation must be identified

as provided in Attachment E of this RFP.

2.12 BID/PROPOSAL AFFIDAVIT

All proposals submitted by an Offeror must be accompanied by a completed Bid Proposal

Affidavit.

A copy of this Affidavit is included as Attachment B of this RFP.

2.13 MANDATORY CONTRACTUAL TERMS

By submitting an offer in response to this RFP, an Offeror, if selected for award, agrees to the

terms of this RFP and attachments, including the provisions in Attachment C of this RFP. However,

any exceptions to the terms must be duly noted in the transmittal letter.

A copy of the provisions are included as Attachment C of this RFP.



2.14 CONTRACT AFFIDAVIT

All Offerors are advised that if a Contract is awarded as a result of this solicitation, the successful

Offeror will be required to complete a Contract Affidavit. This Affidavit need not be submitted

with an Offeror's proposal but must be provided upon notice of Contract award.

A copy of this Affidavit is included for informational purposes as Attachment D of this RFP.

2.15 MINORITY BUSINESS ENTERPRISES

Minority business enterprises are encouraged to respond to this solicitation. Minority firms are

asked to identify themselves in their proposal submission and provide their MDOT certification

number. A minority business enterprise participation goal of XX% for services contained within

proposal has been established for this solicitation. All Offerors are asked to attempt to meet this

goal, where possible, by contacting certified minority vendors. All Offerors must document their

efforts to meet this goal by including a statement, which details their efforts and includes

documentation such as the names of vendors they contacted, the items/services which could

be supplied and the responses received. The Contractor shall structure its awards of sub-

Contracts in a good faith effort to achieve the goal with sub-Contractors certified by the State

of Maryland as minority owned and controlled. If you have any questions with regard to this

policy, feel free to contact the Procurement Officer at the college. A list of certified Minority

Businesses is available from the Office of Minority Affairs and may be viewed at its web site:

http://www.oma.state.md.us/mainframe.html

MBE requirements are specified in Attachment E of this RFP.

2.16 ARREARAGES

By submitting a response to this solicitation, the Offeror represents that it is not in arrears in the

payment of any obligations due to the State of Maryland, including the payment of taxes and

employee benefits, and that it shall not become in arrears during the term of this Contract if

selected for the Contract award.

2.17 PROCUREMENT METHOD

This Contract will be awarded in accordance with the competitive sealed proposal process

under Maryland Code of Regulations (COMAR) 21.05.03.

2.18 CONTRACT DURATION

The contract term shall be dependent upon the mutually agreed upon project plan for the

delivery and implementation of the system. It shall commence upon the issuance of the Notice

to Proceed by the Procurement Officer.

2.19 CONTRACT TYPE

The contract will be a lease with buyout option, license or outright purchase of the software, or

an Application Service Provider (ASP) agreement. BCCC will accept a separate maintenance

contract for software with an annual renewal provision. Optional hardware, training and

implementation services should be included in the cost proposal. Any services awarded as a

result of this solicitation will be a fixed-price contract, as defined in COMAR 21.06.03.



2.20 SUCCESSFUL OFFEROR REQUIREMENTS

The successful Offeror will be required to sign and submit the Contract Agreement, Contract

Affidavit and the appropriate Minority Business Enterprise forms.

2.21 PROTESTS

The State of Maryland provides formal procedures for any Offeror to protest the award, or the

proposed award, of a Contract. All protests must be filed in accordance with COMAR 21.10.02

and with Title 15, Subtitle 2 (Procurement Contract Administration and Dispute Resolution) of the

State Finance and Procurement Article, Annotated Code of Maryland.

2.22 INDEMNITY INSURANCE

a. The Contractor shall, at its own expense, procure and maintain during the entire

performance period of this contract, insurance of at least the kinds set forth

below in the minimum amount specified herein or in writing by the Procurement

Officer.

(i) Worker‘s Compensation Insurance, in accordance with Maryland Statute.

(ii) Public Liability Insurance, covering Comprehensive basis, including

Contingent Liability, in an amount of not less than $1,000,000.00 combined

single limit.

(iii) Automobile Liability Insurance, covering all owned, non-owned, and hired

vehicles used in connection with the work, in the amounts indicated in (ii)

above.

(iv) Owner‘s Protective Liability Insurance, issued in the name of the college,

in the amounts indicated in (ii) above. Notwithstanding the requirement

of the Contractor to furnish certificates of insurance evidencing insurance

coverage, the Contractor shall furnish a policy of Owner‘s Protective

Liability Insurance set forth herein. This policy must be endorsed to

indicate that any premium, whether deposit or final, will be the sole

obligation of the Contractor.

b. The Public Liability Insurance coverage required in paragraph (ii) above shall

include those classifications listed in Standard Liability Insurance Manuals which

are applicable to the operations of the Contractor in the performance of this

contract.

c. All insurance policies required above shall be issued by companies authorized to

do business under the laws of the State of Maryland, with the following

qualifications as to management and financial strength. The Company shall be

rated no less than ―A‖ as to management, and no less than ―AAA‖ as to strength,

by the latest edition of Best‘s Insurance Guide, published by Alfred M. Best Co.,

Inc.

d. The Contractor shall furnish Certificates of Insurance to the Procurement Officer

prior to commencing any operations under this contract. The Certificates shall

clearly indicate the classifications, as required for strict compliance with this



Article. The said certificates must provide that in the event of any material

change in or cancellation of the policies reflecting the required coverage, BCCC

will be given thirty (30) days advance notice thereof.

e. Compliance with the foregoing requirements as to the carrying of insurance shall

not relieve the Contractor from its liability under any other portions of this

Contract.

f. The Contractor shall indemnify and defend Baltimore City Community College, its

officers, employees and agents, from any and all claims, liability, losses,

damages, cost and expenses, and causes of actions which may arise out of or

relate to the performance or non-performance by the Contractor, its employees

or agents, of the contract. This provision shall not be construed as a waiver by

the college or its employees and agents of sovereign or any other immunity.

2.23 FALSE STATEMENTS

Offerors are advised that Section 11-205.1 of the State Finance and Procurement Article of the

Annotated Code of Maryland provides as follows:

In connection with a procurement contract, a person may not willfully;

falsify, conceal, or suppress a material fact by any scheme or device;

make a false or fraudulent statement or representation of a material fact; or

use a false writing or document that contains a false statement or fraudulent statement or entry

of a material fact.

A person may not aid or conspire with another person to commit an act under subsection (a) of

this section. A person who violates any provision of this section is guilty of a felony and on

conviction is subject to a fine not exceeding $20,000 or imprisonment not to exceed five (5)

years or both.

2.24 BILLING

BCCC will consider any financing options or payment terms that are proposed, providing these

are accepted by the BCCC Board of Trustees. The final payment will not be due until the

hardware and software installation and defined milestones (as negotiated between BCCC and

the successful vendor/s) are complete, with the exception of any required deposits. It should

also be understood that maintenance charges will not commence until the system is accepted

by a formal signoff by BCCC. This should coincide with a final payment that will be determined

at contract signing.

The proposed contract for the software solutions should provide for the following:

An initial deposit to the vendor from BCCC.

Creation of a project plan, including gap analysis and provision for added work not

originally envisioned.

Mutually agreed upon milestones that will be the basis of a payment schedule linked to

successful completion of each.

Guaranteed system response when using screen applications of not greater than two



seconds at peak processing times, based on vendor recommended hardware

parameters.

Payment will be made on a completed deliverable basis based on the mutually agreed upon

written project plan submitted by the vendor. An accurate invoice must be submitted with a

detailed report regarding the completed service. Invoices must be addressed to Accounts

Payable, Baltimore City Community College, 2901 Liberty Heights Avenue, Baltimore, Maryland

21215-7893. All invoices must be signed by the Vendor and must include the following: the

State‘s assigned contract control number; the Vendor‘s name and mailing address; the

Vendor‘s social security number or federal tax ID number; the list of goods/services provided; the

time period covered by the invoice; the amount of requested payment; and the date.

2.25 CURRENT PROCESSING ENVIRONMENT

The network infrastructure is supported by a 100MB fiber backbone throughout the College.

Each of the major campus locations is supported by its own 10MB Internet connection. All

workstations are attached to the network infrastructure through switched 10MBps Ethernet

connections. The connectivity equipment is provided by Cisco Systems. The primary operating

systems are Microsoft Window XP at the desktop level and MS Windows Server at the back end.

The primary desktop application suite is Microsoft Office XP/2003. Other specialized applications

operating throughout the College are documented elsewhere within this document.

The College‘s current Student Information Management System (SIMS) application is provided

by Regent Education Inc., a company (recently renamed), that has since changed its focus

toward financial aid software. The SIMS (COCO) system is a COBOL-based system that is run on a

Hewlett Packard (HP) mainframe. Presently, BCCC employs a staff of programmers/systems

analysts that maintain the system and prepare custom reports and/or programming changes as

needed. The user interface is a text-based application. There is a web component that has

been adapted to the existing environment by the in-house staff though it has limited

functionality. The web-based component includes a pseudo student portal which links to other

information on the web.

As a state agency the College utilizes the State of Maryland FMIS financial and human resource

systems. Additionally, the College is in the process of acquiring an, as yet undetermined,

commercially available Student ERP system to replace the SIMS (COCO) system.

Academically, the IT infrastructure is designed around the Blackboard Enterprise System. All

academic courses, traditional and online, are represented within the college‘s Blackboard

portal. The student portal supports all online class necessities, and the faculty portal allows for full

classroom operation.



2.30 APPLICATION PROFILES

This section identifies applications that BCCC currently uses to satisfy its administrative computing

needs for a variety of functional areas.

The table below and on the following page includes systems provided by the State of Maryland,

commercial or purchased/licensed applications and systems that were developed in-house.

Although the College anticipates that some of these systems will be replaced with a new

Student ERP System as a result of an independent acquisition process, the functions represented

here as being candidates for DMS integration will continue to be relevant.

Offeror Response: Provide specific information and examples from other institutions of higher

education regarding the integration of the proposed DMS system with the functions performed

by these applications.

System Functionality - Description Image Enabled

DMS Integration Candidate

SIMS - CERT Student Information System Module for Non-Credit Registration yes

SIMS - COLLEGE Student Information System Module for Credit Registration yes

SIMS - SAFER * Student Information System Module for Financial Aid (* See Regent Enterprise) yes

SIMS - SOAR Student Information System Module for Students Accounts Receivable yes

Application Form Student application form supported on BCCC web-site yes

Recruitment Activities Systems

Tracks recruitment activities yes

Student Advising System Tracks advising appointments and data yes

Early Alert Intervention System

Faculty updates with information about students who are risk yes

Student Success Center System

Tracks students for academic warning or dismissal yes

Testing Appointment and Support System

Schedules appointments for ACCUPLACER and course testing and captures results for input to SIMS yes

Student Orientation System Schedules appointments for new and international students orientation yes

Levels Of English Proficiency (LOEP) test suppt

Track testing appointments and results fro LOEP tests yes

Numerous paper logs and excel spreadsheets

Used for various tracking of administrative data yes

Regent Enterprise Regent Financial Aid System yes yes

Student/Faculty "Portal" Provides limited "portal-like" functionality to students and faculty yes

Electronic Transcript System Supports electronic transcript requests yes

Blackboard Course Management System yes

The Raiser's Edge Supports fundraising and donor / alumni tracking yes

ACCUPLACER Electronic Academic Testing System for placement testing yes



System Functionality - Description Image Enabled

DMS Integration Candidate

SharePoint Provides intranet web-sites , work-sites, and content/document management yes

TOPSpro Scores CASAS tests and tracks student and program outcomes and progress yes

VAONCE system A system used for submitting VA data to US Department of Veterans Affairs yes

Division of Vocational-Technical Education (DVTE)

Department of Education , Perkins Grant Dispersal yes

FMIS - HRMS FMIS - Human Resource Management System (HRMS) yes yes

FMIS - R*STARS Designed to provide the Comptroller and state agency with a full range of business processing, accounting and reporting capabilities. yes yes

Payroll Process payroll for full-time and part-time and contractual employees yes

Trak-it HR information tracking system Yes Imaging System, OTG, EMS, Webextender

Images and stores Financial Aid documents – to be replaced with Financial Aid Regent Enterprise system Yes

SIGI Career Guidance Systems Yes Pre-Tax Parking System Tracks permits and payments Yes Nebraska Bookstore POS Supports Bookstore Transactions Yes


3.0 Functional Specifications

SECTION 3: FUNCTIONAL REQUIREMENTS

3.1 INTRODUCTION

The new system should provide all the basic functionality of an Electronic Document

Management System, including; document imaging, text recognition, document management,

forms processing, report management and workflow. It must have the ability to interface with

the current SIMS and its replacement Student ERP system, as well as the State of Maryland

Financial (FMIS) and Human Resource (HRIS) systems. Flexible and robust web access to

information, appropriate reporting capabilities and decision support capabilities are required.

Rather than present detailed questions related to the many standard features and functions of

an electronic document management system, this RFP makes special note of existing business

practices and system features we wish to preserve, while identifying needs for enhanced

functionality and integration. There is an emphasis on ease of use, maintenance and

administration, integration, flexibility, data integrity, solid controls, with support for best practices

and self-service features. The College currently has imaging capability within the areas of

Finance-A/P, HR/Payroll and Financial Aid. The new DMS will be expected to replace and

enhance this functionality as well as to provide services to Admissions and Testing, Registration

and Records, BCED (Continuing Education) intake and records, Procurement and Grants

management, as well as other operational areas within the College. BCCC is not interested in

simply purchasing software. Instead, we are looking for a vendor who can offer systems and

services that are specifically targeted to our business practices, service goals, and academic

vision.

3.2 OVERVIEW AND VISION

BCCC has embraced the Learning college concept, first suggested in the mid 1990s. This

change in approach features two main goals: place learning first in every policy, program and

practice in higher education and support the evolving overall structure of traditional higher

education. Basically, a learning college places its highest priority on learning; this can require a

different approach to policies, programs and practices. A learning college adopts new ideas for

the delivery of information if the techniques can benefit learners.

Baltimore City Community College is a progressive college that seeks a fully integrated

document management system that has interoperability with required State of Maryland

systems. The system needs to be user friendly, ADA compliant and securely accessible to all

constituencies, including faculty, learners, and staff as appropriate. BCCC will select a vendor

based on how well its system fits into BCCC‘s current model and vision, technical environment,

and in how well the system will accommodate future growth and technology. BCCC envisions

an enterprise wide document management system that enhances the business processes of the

institution, the use of existing and planned administrative systems with all data relationships

defined and available on a need to know basis to all that use them.

The purpose of this Request for Proposal (RFP) is to purchase and implement an electronic

document management solution. This solution will be used institution-wide to reduce staff time

spent on document processing, reduce document storage costs and space requirements, and

enable efficient work-flow that will result in a greater return on investment for the College. It is

expected that this solution, in conjunction with the College‘s ERP systems will improve the quality



of service to students, staff, and employees.

The selected DMS will be implemented initially on a pilot basis in selected administrative

departments. It will then be phased in to other administrative areas within the College based on

a prioritized implementation schedule that will be prepared in conjunction with the selected

vendor. Therefore, the selected document management solution must be scalable to support

other areas within the College beyond the initial pilot applications.

Currently, BCCC has three areas where document imaging has been deployed in production;

The Human Resources department currently scans in time cards for archival purposes, the

Financial Aid office, (which is transitioning to a new Financial Aid packaging system), and the

Finance-Accounts Payable department. The Financial Aid office currently uses Regent Enterprise

Financial Aid software for financial aid packaging and is scanning and storing various

application documents. Accounts payable is scanning and storing all invoice documents.

Access to the information obtained and stored in the document management system must

include comprehensive selection criteria for authorized users. The DMS must also provide for a

high level of secure access control which does not require system or computer technical skills,

and can be managed by a system administrator/security officer located in the administrative

office.

BCCC, by mission, supports an ―enriched service model‖ and envisions a rapid movement to

―electronic delivery‖ of many services. BCCC‗s philosophy is to make the greatest level of

information and online service available to end users as is possible. At the same time, for those

learners who do not have ready access to the Internet, BCCC requires the ability to develop

and maintain a one-stop, in-person registration and payment operation that is also rapid,

efficient and service oriented.

BCCC has an extensive information and records management policy. The new document

management system must be configurable to accommodate a growing database of records

and data retention guidelines. Currently, records retention and archiving are handled manually.

Built-in alarms should be available to alert departments of upcoming critical dates with respect

to records retention. A copy of the data retention policy has been distributed with this RFP as

appendix F.

BCCC will be implementing a new Student ERP system to reduce the amount of manual

interaction for data collection and retention concurrent with the document management

system. The document management system must have the ability to be fully integrated with the

selected student administrative system. It must also have the ability to interface and/or receive

information from the State of Maryland mandated electronic systems – FMIS and HRIS. Special

consideration will be given to the ability of the document management system to receive

information from state systems and manage the retrieval and workflow aspects of disseminating

information from the state.

BCCC expects the new document management system to be intelligently table driven with

configurable security to allow individuals access as needed to information within the system

based on role or position.

Offeror Response: Please provide a concise response to the Overview and Vision that shows

how your system fits the current model and vision of BCCC.



3.3 SPECIAL CONSIDERATIONS BCCC has an extensive non-credit and workforce development curriculum. The college receives

significant financial support for these offerings from the State of Maryland. In order to receive this

support, the State requires comprehensive and detailed reporting on learners, faculty, course

offerings, outside funding, contracts and completion rates. Currently, these reports are submitted

with a combination of manual and automated processes. Compliance requirements include the

ability for the College to provide copies of signed authorizations of registration and attendance.

Currently these are stored in paper files at various locations across the campus. The system is

required to provide a means to store these files electronically and provide comprehensive

reports and extracts of documentation to fulfill the compliance requirements.

While BCCC currently uses Social Security Number as the student ID, it is expected that the new

Student ERP system will address this issue by the issuance of a system generated ID number. The

Document Management System must be able to accommodate this information in a manner

that is secure and limits access to appropriate individuals. The information must be readily

available to external systems/interfaces where appropriate for legacy continuity.

The new Document Management System should provide every functional area within the

college the ability to scan, store, route, retrieve and print as well as functionality that might not

be specifically defined in these requirements. Furthermore, the College will evaluate favorably

offerors who provide a sound and thoughtful approach to phasing this functionality across

functional areas on an as-needed basis, such that the costs for the new system functionality are

not incurred until the benefits are received.

Offeror Response: Offerors should provide a concise response to the Special Considerations

section.

3.4 FUNCTIONAL AREAS

Offeror Response: This is a list of the functional areas that the Offeror is asked to address in the

proposal. Offerors should indicate which items are included in the standard system, describe the

functionality offered, and indicate if any items require customization or are not included.

It is not the intent or the desire of the College to preclude any qualified vendor from responding

to this RFP.

Vendors must indicate the ability of the proposed system to fulfill/provide the following list of

requirements and desired features and specify whether the particular feature that satisfies the

requirement is standard ―out of the box‖, configurable, or is capable through customization.

3.4.1 Electronic Object Capture

3.4.1.1. Capture a variety of objects—paper forms, photos, IDs, faxes, e-mails and

more— into a single, electronic repository

3.4.1.2. Support compound objects (page 1 = TIFF, page 2 = Word doc, page 3 =

other, etc.)

3.4.1.3. Co-mingle, store, retrieve, and link electronic objects

3.4.1.4. Import and display a wide range of object types, including Word, Excel,

PDF, JPEG, HTML and XML

3.4.1.5. Store object types in original format

3.4.1.6. Support client-side and server-side batch import and single-object import

3.4.1.7. Automatically import high-volume fax objects



3.4.1.8. Automatically import high-volume e-mail and attachment objects

3.4.1.9. Capture individual documents, such as e-mails, Word files, enterprise

reports, etc. by virtual print to TIFF, or other formats, and add them to the

imaging system

3.4.1.10. Print large jobs to TIFF on a schedule from the server

3.4.1.11. Un-bundle multi-page documents on import

3.4.1.12. Ad-hoc document imports into the imaging system

3.4.1.13. Automatically import files in bulk and send them directly into the imaging

system‘s workflow environment

3.4.2.Electronic Data Capture

3.4.2.1. Provide a means to collect data from electronic forms using advanced

OCR functionality

3.4.2.2. Distinguish between document types (i.e., invoices versus transcripts) and

within document types (i.e., invoice A versus invoice B)

3.4.2.3. Automatically index forms based on extracted data

3.4.2.4. Extract line-item data from forms

3.4.2.5. Provide content verification of text field contents

3.4.2.6. Allow for creation of templates for forms and/or layouts for semi-structured

documents

3.4.3.Indexing

3.4.3.1. Link documents directly to records in existing business software without

keying.

3.4.3.2. Use a single keystroke to index multiple fields.

3.4.3.3. Re-index documents against host records with single-click or via manual

keying

3.4.3.4. Choose pre-defined index values via pick list/drop-down menu

3.4.3.5. Index multiple images as a group without re-keying index data

3.4.3.6. Index with non-dynamic data, such as serial number, date/time, unique ID

and free-form user entry

3.4.3.7. Index large batches of scanned documents automatically by retrieving

additional index values from another database

3.4.3.8. Validate index values against a database, rules-based script, or host

application

3.4.3.9. Provide advanced forms/OCR/ICR processing

3.4.4. Scanning

3.4.4.1. The College currently has deployed Multi-Functional Printers (MFP) and

scanners from Hewlett Packard and other vendors that provide scanning

capability in a number of different departments. These range in capability

from an HP 9250 to a Bell + Howell 1400 and are specifically identified in an

appendix distributed with this RFP. When responding to the following

questions, please consider these devices as well as any other devices you

may recommend as part of your proposal. If other devices are being

recommended the vendor must provide rationale as well as specifications

and pricing.

3.4.4.2. Support centralized scanning operations

3.4.4.3. Support de-centralized scanning operations



3.4.4.4. Receive faxes directly into system

3.4.4.5. Vendors must indicate what file format are supported

3.4.4.6. Function with the MFP devices deployed by the College as indicated

above

3.4.5.Computer Output (Report) Management

3.4.5.1. Accept basic and advanced print streams in ASCII, TXT, IBM AFP, Xerox

Metacode, PostScript and HP PCL formats

3.4.5.2. Monitor a different directory for each type of print stream

3.4.5.3. convert advanced print streams into searchable, non-proprietary PDF files

3.4.5.4. provide user access to select, formatted pages related to records in the

business application, such as a single invoice from a large print stream

3.4.5.5. Define a different set of graphical form overlays for each type of print

stream

3.4.6.User interface

3.4.6.1. Retrieve objects (images/documents) from anywhere via WAN, LAN, VPN or

intranet, or via the Internet (any TCP/IP route)

3.4.6.2. Retrieve documents directly from the business application based on the

user‘s context, without requiring programming changes to the application

3.4.6.3. Display documents side-by-side with records displayed in the business

application – including new integrated administrative system, FMIS and HRIS

(State of Maryland required applications).

3.4.6.4. Single-page viewing

3.4.6.5. Multi-page (MDI) viewing—display two or more pages simultaneously on

the user‘s screen.

3.4.6.6. View more than one document simultaneously—compare documents side-

by-side

3.4.6.7. Manual zooming—Zoom via ―lasso‖ (right-click mouse and drag over

desired section to zoom)

3.4.6.8. Panning—Adjust zoom position on an image via ―grab and drag‖ within

viewer

3.4.6.9. Automated zooming—viewer can auto-position on data needed in high-

volume situations.

3.4.6.10. Multiple zoom regions can be saved as reference

3.4.6.11. Create document notes such as keywords, sticky notes and other forms of

annotation

3.4.6.12. Rotate documents and save rotated views

3.4.6.13. Invert images (reverse black and white)

3.4.6.14. Reorder pages within a single document

3.4.6.15. Re-index, move, copy, and delete pages within a single document

3.4.6.16. Copy and move pages from one document to another

3.4.6.17. Interface with MAPI e-mail clients for ad hoc routing of multiple pages or

images via e-mail (outside of the imaging system‘s workflow)

3.4.6.18. E-mail multi-page TIFFs and allow renaming of file attachment

3.4.6.19. Jump to a specific page within a document

3.4.6.20. Automatically ―feed‖ users the next item to process

3.4.6.21. Performance: Consistent browsing and retrieval performance regardless of

document load



3.4.6.22. Performance: Consistent browsing and retrieval performance regardless of

user load

3.4.7.Retrieval and Search

3.4.7.1. Provide integrated document retrieval directly from business application

3.4.7.2. Single-click access to documents from any customer/employee/vendor/

student record displayed (without keying any index data)

3.4.7.3. Manual image/object retrieval via simple index search

3.4.7.4. Partial index value search

3.4.7.5. Tree control for browsing search results or exploring the document

repository

3.4.7.6. Sort documents using multi-level document indexes—ascending,

descending, etc.

3.4.7.7. Build complex, multi-field queries using conditions such as AND, OR, LIKE,

range, exact match and wildcards

3.4.7.8. Save, load and execute queries from either the client or the server. For

each saved query, system lets users configure the way data is sorted upon

return. Saved queries can prompt users for a value to use when executing

the query. Saved queries can extract values from the business application

record displayed onscreen for integrated searches.

3.4.7.9. Full-text search the content of scanned images and more than 200

document formats, including Word, Excel, PDF, WordPerfect, HTML and

XML. Full-text query options include: wildcard searches, fuzzy searches,

sounds-like and phonetic searches, stemming and synonym expansion,

proximity searches, relevance ranking, and query-by-example.

Automatically highlights search terms found in the document.

3.4.7.10. Build and execute searches for enterprise/COLD reports. Display the page

that was requested first, allowing you to navigate to other pages in the

logical report.

3.4.8.Annotations

3.4.8.1. Customizable user options for annotations

3.4.8.2. Support for attaching OLE objects

3.4.8.3. Add, resize or delete (with security permission) annotations

3.4.8.4. Add sticky notes—The DIMS should record the date and time and the user's

ID. Users can append additional notes to existing sticky note annotations by

double-clicking a sticky note that appears on a document.

3.4.8.5. Add text comments

3.4.8.6. Highlight portions of a page

3.4.8.7. Apply red lines

3.4.8.8. Apply arrows

3.4.8.9. Apply hollow masks without altering original image

3.4.8.10. Apply solid masks (redaction)

3.4.8.11. Customize stamps

3.4.8.12. Audit trail for annotation creator (i.e., notes who created and date/time)

3.4.8.13. Ability to give specified users annotation create/delete abilities



3.4.9.Printing

3.4.9.1. Print to any print device – as a standard desktop/network printing service

3.4.9.2. Print with or without annotations

3.4.9.3. Fax with or without annotations

3.4.9.4. Print single selected pages within a multi-page doc

3.4.9.5. Print multiple pages

3.4.9.6. Print just the viewable area

3.4.9.7. Option to print index values at top of each document page

3.4.9.8. Prevent document printing

3.4.10. Workflow

3.4.10.1. Workflow configuration administration without programming

3.4.10.2. Drag and drop graphical workflow design tool

3.4.10.3. Assign users to queues, assign rights to documents within queues and

develop document routing without writing any software code

3.4.10.4. Use workflow standalone, without integration into the business application

3.4.10.5. Workflow module integrated into standard, out-of-the-box offering

3.4.10.6. Automate workflow routing based on index, time and day, user, watermark

and more, with scripting.

3.4.10.7. Controllable user access to workflow – rights to queues, routing rules and

more

3.4.10.8. Automated watermark alarm triggers based on number of

documents/objects in queue

3.4.10.9. Time-based alarm triggers (based on duration of document in queue)

3.4.10.10. Alarm triggers prompt alarms (e-mail, visual, audible and pager) when

documents are received or alarm conditions met

3.4.10.11. Electronic object routing in addition to scanned paper (e-mail, fax, PDFs,

Office documents and more)

3.4.10.12. Capture of user actions and document flow—including the queues the

item has been in, every time it was touched by a user, the action taken and

additional relevant data captured for reporting

3.4.10.13. Automatically route documents based on any data element in the imaging

database or external RDBMS or ISAM data structure

3.4.10.14. Describe any workflows that are delivered with the application

3.4.10.15. Does your system have the ability to export/import workflows out of the

software as a means of sharing with other similar document imaging users?

3.4.10.16. Using the query tool provided within the document imaging solution,

describe if the software has the ability to query PeopleSoft data and make

routing determinations based off it.

3.4.11. Integration

3.4.11.1. Options for both programmatic and non-programmatic integration

3.4.11.2. Direct integration with any core business system without programming

3.4.11.3. Extended integration functionality allows placement of imaging application

icon in screens of our current business applications to prompt calls to the

imaging system. Use of scripting for advanced integration options such as

lookup value, set value, or open record in an external application

3.4.11.4. Non-programmatic integration with a character cell application delivered

via a terminal emulator



3.4.11.5. Non-programmatic integration with a graphical, Windows-based

application

3.4.11.6. Non-programmatic integration with a browser-delivered application

3.4.11.7. Non-programmatic integration with ―virtual‖ (Citrix, VMWare, etc…)

deployed applications

3.4.11.8. Prior history of integration with PeopleSoft solutions

3.4.11.9. Prior history of integration with Oracle solutions

3.4.11.10. Prior history of integration with home-grown, custom applications

3.4.11.11. Ability to demonstrate your integration capabilities during the sales process

by performing an actual integration demonstration

3.4.11.12. Optional integration via Web services

3.4.11.13. Describe the integration technology needed to interface the document

imaging software with PeopleSoft as it pertains to data transfer from

document imaging software to PeopleSoft and from PeopleSoft to

document imaging

3.4.12 Interoperability

3.4.12.1. Web services-based data exchange with external applications over

firewall-friendly HTTP or HTTPS

3.4.12.2. Place documents in workflow process from any location, using any

Windows-based business application

3.4.12.3. Develop interactive applications using standards such as SOAP, XML and

WSDL

3.4.12.4. Allow development of interactive applications based on Web Services

Interoperability (WS-I) standards, maximizing options for development

environments and platforms

3.4.12.5. Asynchronous messaging option to reduce complexity of real-world

integration projects

3.4.13. Reporting

3.4.13.1. Supports pre-developed reports, custom reports and run-time report viewer.

3.4.13.2. Allow user-defined reports via ODBC compliant reporting tools


5.0 Applications Profile

SECTION 4: TECHNICAL REQUIREMENTS

Offeror Response: This is a list of the technical areas that the Offeror is asked to address in the

proposal. If the response is different and/or dependent upon the use of one or more specific

operating environments (systems) offerors should indicate which system and provide separate

responses for each operating environment to be considered.

4.1 SYSTEM ADMINISTRATION

1) Graphical administrator interface

2) Configure all server parameters in one place

3) Option for automatic distribution of capture and device profiles

4) Instant message all users or just users in a particular workflow application

5) Automatically log off users after specified amount of time

6) Disable user accounts without deleting them

7) Give multiple users permission to a workflow queue in one step

8) Add multiple users to a group in one step

9) View real-time interaction between logged-on clients and the server for real-

time auditing and troubleshooting

10) Monitor specific clients for auditing purposes

11) View all databases tables directly from the console logically, along with their

properties

12) View server log files from the administrative GUI

13) Graphical wizard for repository setup (mirroring, spanning, set creation, tree

creation, tree priority)

14) Add new users in bulk from the local machine

15) Add new users in bulk from the Windows domain

16) Add new users in bulk from an LDAP server

17) Add new users in bulk from a text file

18) No administrative database effort required on native database platform

4.2 SERVER

1) N-Tier, client/server design with a 32-bit server application that supports

centralizing or distributing processes via any combination of Microsoft or UNIX

server platforms.

2) Vendor must indicate how many instances of the system the College may run

with its license (i.e. production, test, development)

3) Integrates with domain security for user ID and password validation

4) Does NOT require drive mapping from client for storage of objects

5) Does NOT require drive mapping from client for retrieval of objects

6) Stores data objects in a non-proprietary format

7) Stores general binary data object such as word processing file, spreadsheet

and digital images in original formats

8) Server-side tools support calls to host-based systems for data validation,

retrieval or update, to support advanced functionality, COM, scripting,

command-line tools

9) Support for different long-term storage options, e.g. RAID and

magneto/optical

10) Support for non-proprietary near-line or offline storage (hierarchical storage



management)

11) All metadata structures available via ODBC

12) Database deployment options include Oracle, SQL, etc.

4.3 CLIENT

1) Both thick and thin client options

2) All client viewer options can be deployed locally or remotely

3) Supports retrieval from anywhere via WAN, LAN, VPN or intranet, or via the

Internet (any TCP/IP route)

4) Supports workstations running on Windows XP Professional and Windows Vista

5) Retrieve documents via these browsers: Internet Explorer, Mozilla FireFox, and

Apple Safari

6) Encrypted communication between client and server

7) 32-bit application

4.4 SYSTEM AUDITING

1) Configure multiple audit templates, via a GUI, to log imaging system functions

(such as who viewed, deleted, or re-indexed an object, where the user

connected from, when the user performed the action, and their session

information)

2) Unlimited audit templates

3) Designate specific users and groups to each audit template

4) Export audit files as text or XML

4.5 STORAGE

1) Store scanned data objects in industry standard file formats with no

proprietary information that would preclude access from third-party tools

2) Does not use proprietary data storage methods that would preclude access

from third-party tools

3) System supports common file types

4) Supports multiple storage devices including hard drive, RAID, NAS, SAN or

optical

5) Supports the use of a Hierarchical Storage Management (HSM) solution

6) Support for multiple object stores—Create separate object storage structures

that can be subdivided by virtually any logical construct

7) Support for spanning object stores—Represent several physical drives as one

logical drive, allowing a single designated storage area to be much larger

8) Support for mirroring object stores—Distribute duplicate object storage

structures to multiple sites

9) Support for data set management—Move, copy and delete object store

structures based on business rules

4.6 SECURITY

1) Encrypts data between viewer and server

2) Supports 128-bit Triple DES encryption

3) Access control via user ID and passwords

4) Access control via document group and logical filing hierarchy

5) Access control via deferral to host application security



6) Access control via workflow queue—Option to allow users access to only

those documents currently residing in workflow queues to which they have

permission

7) User validation against network domain

8) Administrator-configurable, time-based automatic user log-off

9) HIPAA support for electronic data security guidelines

10) Supports privilege-based security for individual users, such as the ability to

delete, copy, move, print, fax, link, scan, search or view documents

11) Describe how your document imaging software leverages or takes

advantage of pre-established PeopleSoft security (ie use of PeopleSoft roles,

etc)

12) Audit tracking, supervisory and management reporting capabilities

13) Support for local domain, network domain, LDAP and SQL Server

authentication

4.7 LICENSE

1) How is your product licensed? Vendors must provide metrics used to

determine pricing to the college and indicate how often these metrics are

reviewed.

2) What is included in this license? Please detail any features such as

maintenance and implementation or additional installations.

3) Please detail any discounts available for higher education customers.

4) What is the duration of the license and the annual renewal cost?

5) Are major product upgrades or revisions included in the license?

6) Does the license include the product source code or development tools?

7) Are there any client, server or third party licenses required for a fully

functioning implementation of your product? If so, please detail the costs for

each.

8) Are there any other potential costs incurred during an implementation of your

product?

4.8 MAINTENANCE AND SUPPORT

1) What kind of maintenance and support packages do you offer? Please

include detail for online, email, and phone support, as well as hours of

availability for each type.

2) Vendors must describe what kind of documentation is provided, how it is

made available, and how it is maintained and kept up-to-date.

3) Where is the support team based?

4) What is the average support response time?

5) What is the process for reporting bugs?

6) What is the communication policy for patches, hot fixes, and upgrades?

7) Is there installation support for patches, hot fixes, and upgrades?

4.9 TRAINING

1) What training programs are available for administrators and developers for

your product?

2) What are the available training formats (Online, Classroom, On Site)?

3) What training programs are available for end users or content creators for



your product?

4) What are the available training formats?

5) Is documentation for your product available?

6) What are the available documentation formats?

4.10 SYSTEM ARCHITECTURE

1) Please provide a detailed overview of your products system architecture,

including hardware requirements.

2) Does the proposed system require a separate application server(s)?

3) What standards does your program support?

4) What programming language is your product developed in?

5) What scripting languages does your product support?

6) Please detail your product‘s support for business continuity and failover and

list any associated costs. If possible, provide a system diagram for a Dual Data

Center environment.

7) Vendors must provide recommendations regarding server sizing or other

hardware logistics related to the installation and implementation of their

proposed system.



SECTION 5.0 PILOT IMPLEMENTATION PROJECTS Provided below are brief descriptions of the scope planned for three pilots with which the

College will begin its implementation of an Electronic Document Management System. These

three processes are currently in production at the College and would be the first that would use

the new Document Management System. Based on these descriptions, vendors must:

Describe their methodology for implementing their system to accommodate the

three pilot projects specified;

Provide brief description of the project plan that would be used to accomplish

this work;

Provide their expectations in terms of college resources to accomplish this work,

Provide an estimated timeframe for completion of this work. And

Provide an estimate as to the level of implementation services the vendor would

propose to fully implement the pilots.

5.1 FINANCIAL AID Create a financial aid ‗package‘ that contains all information for the College

to verify and determine the eligibility of the recipient for aid.

Create a workflow as the each document or set of documents is entered into

the system to notify staff that the file has been updated.

Create a workflow to have the file approved and then packaged for

disbursement.

Describe how fields would be automatically populated within an ERP system.

5.2 HUMAN RESOURCES Receive timesheet to a central location within Human Resources and imaging

(in batch) timesheets received.

Link image to appropriate individual in a manner that is accessible in

conjunction with the HRIS from the State of Maryland.

Review a history of all timesheet images provided by the employee.

Print report of all timesheets received.

Print report of all missing timesheets for a time period.

5.3 ACCOUNTS PAYABLE Receive invoices to a central location within accounts payable

Image invoices in received batches

Index invoices by vendor, purchase order/p-card number, department,

account number

Email notification to department for review/approval

Display review notations and/approvals

Note approvals in system

Email notification to accounts payable to release or not release payment

Email notification for non-response from department

Report/notification for those invoices with no response

Report/notification to departments with no response

Email notification to accounts payable with questions/notations on invoice


6.0 Project Management

SECTION 6: PROJECT MANAGEMENT

6.1 PROJECT MANAGEMENT METHODOLOGY

The Offeror should describe its approach to managing the project, including, if applicable, the

provision for a dedicated, experienced Project Manager. The proposed project manager would

be accountable for all software services and deliverables provided under the Contract resulting

from this RFP, would ensure the on-time delivery and successful deployment of a functioning

system that meets the college‘s requirements and determine the successful ongoing operation

of the solution. As part of its project management approach, the Offeror should describe the

project management tools, standards, controls, and procedures that will be utilized to create a

proven, reliable process to deploy the system. This section should also include a brief description

of the Offeror‘s approach for managing the project on a daily basis.

The intent of this section is to provide assurance to the college of the Offeror‘s demonstrated

ability to manage large, complex enterprise software projects in a manner that ensures quality,

project success, long-term viability, and lowest cost of ownership.

6.2 PROJECT WORK PLAN

This section should include a comprehensive project work plan that addresses an approach that

is most beneficial to the college and takes into consideration the unique timelines and

calendars of an academic institution. The work plan should include tasks to be performed by

college personnel, as well as tasks requiring collaboration between college and Offeror

personnel. It should include as much detail as possible, although it is understood that some tasks

are dependent on the results of other tasks.

The following standards apply to the work plan:

Project management activities should be documented in the work plan.

The work plan should outline a plan for the entire project.

The work plan should include dependencies, critical paths, and resources (both Offeror

and college staff) assigned to each task.

The work plan should include all deliverables that support the Proposed Methodology

and Approach.

Estimated work effort should be shown for each task, although tasks assigned to college

staff may be duration driven.

Appropriate milestones should be identified in the work plan to gauge the project‘s

progress toward meeting desired target completion dates.

Any assumptions made in developing the work plan should be included in this section.

The work plan should be accessible via Microsoft Project 2003®, and should be included in

electronic (Microsoft Project) format (do not submit in PDF format only). Printed copies of the

proposal should also include a high-level timeline in Gantt chart format.



The Offeror should also provide a Staffing Plan that addresses each of the Offeror‘s project staff

as well as the college oversight committee, project director, team leaders and one.

representative extended team member per functional area (e.g., student, student accounts,

financial aid, faculty, advising, etc.). The Staffing Plan should show the plan of usage (days per

month) on a monthly basis for each resource over the period of the project. The Staffing Plan

should be included in Microsoft Excel format (do not submit in PDF format only). Costs should be

reflected in the Cost Proposal schedules.

During implementation, the Contractor‘s Project Manager should monitor and update the

project plan, revising and developing further detail as appropriate. The Contractor‘s Project

Manager should provide weekly updates to the college project leadership for the duration of

the project. The work plan should allow a minimum of ten (10) business days for college staff to

review, request changes, and/or approve deliverables. Deliverables requiring higher levels of

approval should allow additional time for review

6.3 STATUS REPORTING

The Offeror should describe its approach for project status reporting. At a minimum, the college

requires that weekly status reports be provided that reflect the major activities for the reporting

period. As part of the Offeror‘s approach to status reporting, the college will expect weekly

participation in status meetings with the college project team. Project management should use

the status report to monitor project activity and to detect potential problems or delays. The

weekly status report should serve as the agenda for the status meetings. Topics to be covered

include:

A listing of significant departures from the Master Work Plan with explanations of causes

and strategies to achieve realignment;

A listing of tasks completed since the last report;

Tasks that were delayed and reasons for delay;

Planned activities for the next scheduled period;

Summary of major concerns or issues encountered, proposed resolutions and actual

resolutions; and

Any other topics that require attention from the college‘s project manager.

6.4 ISSUE RESOLUTION The Offeror should describe its approach to issue identification, tracking, and resolution. This

discussion should include the use of any tools or techniques that are integrated into

configuration management, software change control, and the overall project management

methodology. Topics to be addressed in this section include:

Issue identification;

Issue tracking;

Issue review and prioritization;

Issue analysis;

Issue resolution; and

Issue escalation.



After award, the college and the Offeror should agree on a protocol for collaboratively

resolving implementation issues. This protocol should address the topics above, responsible

parties, and specific steps to be taken on issues or disputes arising during the implementation

process.

6.5 PROJECT CONTROLS, STANDARDS, AND PROCEDURES

The Offeror should describe its proposed project controls, standards, and procedures for all

project tasks. These items should be reviewed and approved by the college‘s project leadership.

This requirement includes, but is not limited to:

Managing project documentation – Offeror should describe templates used

(configuration, design specifications, test scenarios, change request, etc.); organization

of project directories; naming conventions; and version control procedures.

Meeting procedures – Offeror should describe techniques to ensure that meetings are

efficient, productive, and results are adequately documented.

Development standards – Offeror should describe standards and procedures for design

specifications, review processes, unit testing, and other controls to ensure the quality and

consistency of custom design and development.

Software change control procedures – Offeror should describe the procedures and/or

automated tools that will be employed to ensure the integrity of programs and

configuration settings developed to support the solution. If automated tools are used

during the project, indicate whether the tools are included in the licensing costs.

Scope management – The Offeror should describe its scope control processes to ensure

that work is not performed on out-of-scope features, functions, or tasks until the college

grants authorization in writing.

6.6 RISK MANAGEMENT PLAN AND PROCEDURES

The Offeror should describe its approach to identifying and assessing potential risks to the project

as well as identifying and managing actions to avoid, mitigate, or manage those risks. The

Offeror should include the provision of the appropriate methods, tools and techniques for active

identification and assessment of project risks; development of risk avoidance, mitigation, or

management strategies; and monitoring and reporting of risk status throughout the life of the

project.


7.0 Implementation and Support

SECTION 7: IMPLEMENTATION AND SUPPORT

The true success of converting to a Document Management System is in the implementation

process. The implementation process must combine hardware, software, network infrastructure,

desktop computing, system interfaces, software customization, data conversion, testing and

debugging, training, and follow-up evaluation. A successful implementation requires a

synergistic partnership among BCCC ‗s end users, technical staff, administration, and the

vendor.

During the implementation, BCCC expects a productive, working relationship with the vendor,

implementer and related parties, and anticipates the relationship will continue for the life of the

system.

Offeror Response: The Bidders are asked to respond separately to specific items and provide

supporting documentation as requested in this section. The Bidder is also invited to describe the

proposed approach to the implementation process and services. Implementation costs will be

itemized as a separate item in the ―Five-year Cost of Ownership‖ section of this Request for

Proposals.

Section Definitions

Support Staff - All vendor personnel who will be involved in the project through the

life of the installed system, including but not limited to: those who assist in project

definition, implementation, installation, and evaluation; vendor/institution liaisons;

on-site technical support; remote technical support; training and consulting;

vendor management and sales staff.

The Institution - Baltimore City Community College (BCCC).

General

1 Has your support staff worked with a Maryland community college like BCCC?

Answer:

2 For your staff that would support BCCC, list their area of expertise and the

institutions they have worked at.

Answer:

3 Explain how you would use a team approach for implementation and support

services to ensure that a consistent working relationship is established between

BCCC and your company.

Answer:

4 How do you evaluate and adjust your services based on client input and needs?

Answer:

5 Describe your project management techniques designed to guarantee the

timely delivery of services.

Answer:

6 When and how are project milestones developed?



Answer:

7 Are you continually developing new implementation methodologies to meet

client demands? Explain.

Answer:

8 How do you use advances in technology to improve the efficiency and

effectiveness of your service and support staff? Provide examples.

Answer:

9 How do you make sure your service and support staff are dedicated to

developing long-term relationships with each client?

Answer:

10 Please graphically present your customer support structure, documenting the

various entry points and recommended access routes for specific service request

types such as: end user functionality; end user technical; module specific issues;

installation issues; and technical support issues. Please indicate expected

response times and whether access is controlled (username and password

access) or open access. Entry points could include but should not be restricted

to telephone, email, website, user group, and subscriber lists.

Answer:

Bidder‘s Comments:

Implementation Management

11 Describe your communications and change management strategy.

Answer:

12 It is likely that BCCC will have a full time project manager for the software

implementation. Describe your project management philosophy and

methodology and how you would work with BCCC ‗s project manager, including

the interface to any other party (i.e. hardware manufacturer or their authorized

representative). Implementation Methodology manuals/documents must be

included with your response to the Request for Proposals.

Answer:


Implementation Planning Services

13 Will your company or a third party develop the implementation plan jointly with

BCCC assigned personnel? Please describe your methodology.

Answer:

14 Describe your proposed project planning activities.

Answer:

15 Provide an estimated implementation schedule showing graphically the general

tasks and major milestones including realistic dates for each of the

modules/systems proposed.

Answer:

16 How would your company work with BCCC to develop a realistic implementation

schedule, based on our priorities and our criteria for success?

Answer:



17 Does your company provide project management training for BCCC ‗s project

teams responsible for implementing the system?

Answer:

18 Will a full time vendor Project Manager be assigned for the life of the project?

Answer:

19 Will a part-time Assistant Project Manager serve in the role of back up to the

project manager as well as serve the role of a ―second opinion expert‖?

Answer:

20 How and when would your company work with BCCC to identify implementation

teams?

Answer:

21 How would you ensure that training and consulting dates and times are

scheduled cooperatively with BCCC?

Answer:

22 How will you ensure that sufficient startup time be allocated to include enough

time for training, testing, and going live with each module?

Answer:

23 Is progress toward meeting the goals established in the implementation project

plan monitored by your company? If so, how?

Answer:


Implementation Support Services

24 Will BCCC be provided with implementation handbooks for the implementation

team? Please provide examples.

Answer:

25 How will the client support representative maintain contact with the project

managers to ensure implementation is going according to plan?

Answer:

26 Are there periodic on-site visits to BCCC by an executive from vendor

management as part of the implementation plan and at no additional cost? If

so, what is the frequency?

Answer:

27 How does the client support representative track all services being provided to

the client and recommend additional consulting or training services when

appropriate?

Answer:

28 Will BCCC be provided a monthly report listing consultant dates worked on the

project, hourly rates, detailed travel expenses and a total of the expenditures to-

date? If yes, provide a sample report.

Answer:

29 Would BCCC have the option of requesting an on-site project manager for the

duration of the implementation as the single point of contact? If so, at what

cost?

Answer:

30 Would BCCC have a right of approval/refusal before assigning an on-site project

manager?

Answer:



31 Would BCCC have the ability to have the project manager replaced during the

contract period?

Answer:

32 Describe the activities required to assist users in defining business rules,

operational parameters, application system code tables, and any other

implementation decisions necessary to implement the system according to the

institution‘s requirements.

Answer:

33 Describe the tools, methodology and services you would use to expedite the

implementation process, i.e. a rapid implementation process.

Answer:

34 If critical target dates published in institution-sanctioned project plans are not

met, what processes are utilized by the vendor to get the project back on track?

Answer:

35 If requested, can your company provide personnel with specialized functional

expertise to assist BCCC staff in its transition? (This may include staff in areas such

as the Registrar, Admissions, Finance and Alumni/development.

Answer:

36 As consultants assist BCCC with various installation, implementation, and

conversion tasks, how would you facilitate knowledge transfer for the BCCC

technical staff?

Answer:


Delivery Integration Services

37 As part of the implementation planning process, the vendor‘s Implementation

team will be asked to perform an assessment of BCCC ‗s readiness prior to

beginning the installation of the new software solution. The purpose of the

assessment will be to provide BCCC a report to make sure that the current

operation environments, layouts and operational facilities meet vendor

requirements. Potential problems and assurance of delivery and installation by the

vendor will be accomplished during this period. Following this activity, an

installation schedule will be developed. Please describe your experiences with

and your approach to this activity.

Answer:


8.0 Requirements for Proposal

Preparation

SECTION 8: REQUIREMENTS FOR PROPOSAL PREPARATION

8.1 TRANSMITTAL LETTER

A transmittal letter prepared on the Offeror‘s business stationery shall accompany the Technical

proposal. The purpose of this letter is to transmit the proposal; therefore, it should be brief. The

letter shall also acknowledge any addenda to the RFP that were received. The letter shall also

communicate any exceptions to the RFP. The letter shall contain the title of the solicitation,

include the Offeror‘s name, federal tax identification or social security number and address, and

shall be signed by an individual who is authorized to bind the firm to all statements, including

services and prices contained in the proposal.

8.2 PROPOSAL FORMAT

Two Part Submission: Offerors MUST submit Technical and Financial Proposals in separate sealed

envelopes in the following manner:

i One original and four copies of the Technical Proposal in a sealed envelope

clearly labeled ―Technical Proposal,‖ with CD included (See 1.5) and

ii One original and four copies of the Financial Proposal in a sealed envelope

labeled ―Financial Proposal.‖

iii Each envelope shall be labeled with the Offeror‘s name and business address,

due date/time for receipt of proposals and title and solicitation number of the

RFP.

8.3 VOLUME I: TECHNICAL PROPOSAL

Technical proposals must be submitted in a separate sealed package labeled "Technical

Proposal" and must bear the Offeror‘s name and business address, due date/time for receipt of

proposals and title and solicitation number of the RFP on the outside of the package. Inside this

package an original, four (4) copies and CD shall be provided. The technical proposal shall

include:

8.3.1 EXECUTIVE SUMMARY

The Offeror shall condense and highlight the contents of the Technical Proposal in

a separate section titled "Executive Summary." The Offeror shall clearly

demonstrate an understanding of the objectives and goals of the college in this

RFP, and an understanding of the functional and technical requirements, as well

as the scope of work. This summary shall contain a brief synopsis of the contents

of the entire proposal. It should also include an analysis of the effort and

resources that will be needed to realize the college‘s objectives.

8.3.2 FUNCTIONAL REQUIREMENTS

This section shall provide a detailed discussion of the Offeror's standard software

capabilities and approaches to address the requirements outlined in Section 3 of

this RFP. It shall fully explain how the proposed Document Management System

will satisfy each of the functional requirements listed in this RFP and how or to



Preparation

what extent it will facilitate interfaces with others systems in use at BCCC

including the State FMIS systems. Any particular strengths or weaknesses that may

require customization should be identified and explained.

8.3.3 TECHNICAL REQUIREMENTS

This section shall provide a detailed discussion of the Offeror's response to the

technical requests and questions contained within Section 4 of this RFP. This

section shall fully explain options for hardware, data base and infrastructure

required to support the proposed Document Management System . System

architecture, development, integration and reporting tools should be addressed

along with responses to all specific questions presented in this RFP.

8.3.4 PILOT PROJECTS

This section shall provide a response to the detailed discussion of the Offeror's

response to the technical requests and questions contained within Section 5 of

this RFP. Specifically it must:

Describe the methodology for implementing their system to accommodate

these three pilot projects specified;

Provide brief description of the project plan that would be used to

accomplish this work;

Provide their expectations in terms of college resources to accomplish this

work,

Provide an estimated timeframe for completion of this work. And

Provide an estimate as to the level of implementation services the vendor

would propose to fully implement the pilots.

8.3.5 PROJECT PLAN

This section shall provide a detailed discussion of the Offeror's recommended

plan for implementation of the software systems being proposed. The Project Plan

shall fully explain how the vendor proposes to implement the Document

Management System within the context of other systems currently in use.

considering the need to integrate and/or interface with these systems so as not to

disrupt day to day operations within the college.

The Offeror will develop and deliver a preliminary written project plan using

structured project management techniques with clearly marked milestones and

deliverables for all phases of the project. The plan shall describe

how and when each implementation stage will be accomplished,

timeframes for training, meetings, etc.

data conversion techniques and expectations,

testing and live cutover, and



Preparation

status reports and issue resolution

The project plan should address the project management methodology as well

as all significant factors described in Section 6 of this RFP.

8.3.6 IMPLEMENTATION AND SUPPORT

Offerors should include a description of their proposed approach to the

implementation process. Responses should address all requests and questions

contained in Section 7 of this RFP.

8.3.7 EXPERIENCE AND QUALIFICATIONS

8.3.7.1. CORPORATE BACKGROUND AND EXPERIENCE

Offerors should include information on their corporate organization (history, years

in business, size, financial soundness, etc.), experience and skills regarding the

Offeror‘s track record, reputation and past client performance that indicates the

capabilities for successful implementation of the proposed systems services.

Provide examples of similar major projects that demonstrate Offeror‘s experience,

qualifications, innovative solutions, and skill sets that enabled it to perform the

necessary tasks.

BCCC is looking for the following in submitted proposals:

Description of the Offerors‘ experience with similar, complex higher

education organizations, in particular, experience with community

colleges,

Demonstrated expertise and innovative solutions specific to examples

with similarly situated clients

8.3.7.2. PROJECT MANAGEMENT TEAM

Provide a description of the general organization of the Project Management

Team that the Offeror will commit to BCCC for the term of this agreement. BCCC

realizes that the size and structure of the team may vary depending upon the

final provisions of the agreement. Therefore, Offerors are encouraged to provide

a ―benchmark‖ organization from which specific services or functions can be

found in the proposal, where applicable, to satisfy RFP requirements. The

organization description should address the following:

Team organization

Description of team positions and functions

Indicate number of staff to be assigned on a full or part-time basis

Define location of team members

Provide ―blind‖ (no names) resumes for all members



Preparation

8.3.7.3. REFERENCES

A minimum of three references must be included from other colleges. for which

the proposed systems have been implemented. Each reference should identify

the name of the organization, a point of contact, and telephone number. The

Issuing Office shall have the right, as part of the evaluation and selection process,

to contact these or any other reference of its choosing, as it deems appropriate.

8.3.7.4. MARYLAND CONTRACTS WITHIN THE PAST FIVE YEARS

The Offeror shall list the contracts that it has had over the past five years noting

the following information for each: Contract number; State Agency; Contract

term; Amount; Description of Service; Agency contact and Phone number.

8.3.8 ECONOMIC BENEFIT TO THE STATE OF MARYLAND

The Offeror shall describe the benefits that will accrue to the Maryland economy

as a direct or indirect result of the Offeror's performance of the contract resulting

from this RFP. Consultant Economic benefits include:

The contract percentage to be recycled into Maryland's economy in support

of the contract. Offerors should be as specific as possible and provide a

breakdown of expenditures in this category.

The number and types of jobs for Maryland residents resulting from this

contract. Indicate job classifications, number of employees in each

classification, and the aggregate payroll to which the Offeror has committed.

Tax revenues to be generated for Maryland and its political subdivisions as a

result of this contract. Indicate tax category (e.g., payroll taxes, sales taxes).

Provide a forecast of the total tax revenues.

In addition to factors listed above, the Offeror should explain any other

economic benefits to the State of Maryland that would result from the

Offeror's proposal.

8.3.9 SUB-CONTRACTORS

Identify all sub-contractors, including MBEs, and their role in your proposal.

8.3.10 REQUIRED SUBMISSIONS

(i) Bid/Proposal Affidavit - Attachment B

(ii) Certified MBE Utilization Affidavit Form

8.4 VOLUME II: FINANCIAL PROPOSAL

Under separate sealed cover from the technical proposal and clearly identified with the

proposal title and number, and clearly marked ―Financial Proposal,‖ the Offeror must

submit an original and four (4) copies of the financial proposal. The financial proposal

must contain all cost information in the format specified in Appendix A of this RFP.


9.0 Evaluation and Selection

Procedure

SECTION 9: EVALUATION AND SELECTION PROCEDURE

9.1 EVALUATION COMMITTEE

The evaluation of proposals will be conducted by a committee established by the BCCC Board of

Trustees. During the selection process, this evaluation committee may request technical

assistance from any source. Technical proposals will be reviewed by the evaluation committee

and evaluated in accordance with the criteria listed in Section 9.5 below. In evaluating the

proposals, technical merit will receive greater weight than price.

9.2 RECIPROCAL PREFERENCE – RESIDENT BIDDER

As described in COMAR 21.05.01.04, a resident business preference will be given if: a responsible

Offeror whose principal base of operations is in another state submits the most advantageous

offer, the other state gives a preference to its residents through law, policy, or practice, and the

preference does not conflict with a federal law or grant affecting the procurement Contract.

The preference given shall be identical to the preference that the other state, through law,

policy or practice gives to its residents.

9.3 QUALIFYING PROPOSALS

Qualifying proposals are those proposals received from responsible Offerors that are initially

classified by the Procurement Officer as reasonably susceptible for award.

9.4 SELECTION PROCESS

The first step in the process will be to assess the Offeror‘s compliance with requirements as set forth

in Sections 3 and 4 of the RFP. Offerors who fail to meet the basic requirements may be

disqualified and their proposals may be eliminated from further consideration.

The next level of review will be an evaluation for technical merit. Offerors whose Technical

Proposals are judged to be not reasonably susceptible of being selected for award will be notified

in writing.

After a review of the Technical Proposals of all qualified Offerors, the Procurement Officer may

conduct discussions. The purpose of such discussions will be to assure a full understanding of the

college‘s requirements and the Offeror‘s ability to perform. The Financial Proposal of each

qualified Offeror will be distributed to the Evaluation Committee for analysis following the

completion of the technical evaluation. A second round of discussions may be held at this time to

obtain the best price and to facilitate arrival at a Contract that will be most advantageous to the

college.

Offerors must confirm in writing any substantive oral clarification of their proposals made in the

course of discussions. The Procurement Officer and select members of the evaluation Committee

may elect to conduct site visits to other colleges currently using the proposed systems. When in

the best interest of the State, the Procurement Officer may permit Offerors who have submitted

acceptable proposals to revise their initial proposals and submit, in writing, best and final offers.

Upon completion of all discussions and negotiations, the Procurement Officer will recommend

award of the Contract to the responsible Offeror whose proposal is determined to be the most



Procedure

advantageous to the college considering evaluation and price factors as set forth in this RFP.

9.5 CRITERIA FOR TECHNICAL EVALUATION

The objective of Baltimore City Community College is to select the most efficient software system

that best meets our needs today, and provides for future growth and technology. A committee

will evaluate the proposals on the basis of the following criteria (not necessarily listed in order of

importance):

9.5.1 Cost: Although total cost of ownership is one of the most important factors in

determining the successful vendor, it is certainly not the only consideration. Evaluation of

the total cost of the system over a five-year period, including, but not limited to,

hardware, add-on software, maintenance, training, third party products, required

college staffing, and implementation support services will be weighted heavily in the

decision process. The successful vendor is expected to agree to a payment schedule

that corresponds with the college implementation schedule. The college will also

evaluate the value that the product will add to the institution.

9.5.2 Application Software: How well the proposed integrated application software

meets the total needs of BCCC, as determined by the vendor‘s response to the RFP,

information obtained from demonstrations and other vendor clients.

9.5.3 Technical Environment: Evaluation of the client and server operating systems, as

well as tools used for online queries and ad hoc report generation. The college will take

into account system complexity, age of technology; support staff needed to maintain

the environment, and impact on the current computing environment. Favor will be

given to those Offerors that preserve the current investments in technology and

knowledge.

9.5.4 Implementation Strategies: The college will be looking for efficiencies and

methodologies associated with implementation. The ability of the Offeror to establish

and maintain a partnership with current clients will be evaluated. Thoroughness,

including disclosure of associated implementation and training needs will be an integral

part of this decision.

9.5.5 Future Products: Consideration will be given to Offerors who can demonstrate

their vision, based on the development of new products that will enhance their existing

software with technological innovations.

9.5.6 Offeror Quality: Evaluation of the Offeror‘s long-term growth, and dedication to

quality and client satisfaction.

9.5.7 Commitment to Higher Education. Evaluation of the Offeror‘s commitment to

the higher education marketplace, including the Offeror‘s client retention rate.

9.5.8 Financial Stability: Evaluation of the Offeror‘s long-term financial stability,

including financial statements, Dunn & Bradstreet ratings, and position in the market

place.

9.5.9 Offeror Support: Evaluation of the support the Offeror can provide BCCC in terms

of software upgrades, timely fixes, training, documentation, transition planning, and

system implementation support.



Procedure

9.5.10 Users Groups: Evaluation of the Offeror‘s commitment to and support for Users

Groups, especially those dedicated to institutions of higher education.

9.5.11 Vision: How well does the overall application software integrate into the long

term vision of the college.

9.6 FINANCIAL EVALUATION

The separate cost volume of each qualifying proposal will be distributed to the Committee

following the completion of the technical evaluation. The Committee will determine the ranking

based on the highest to the lowest with ability to demonstrate implementation of services.

9.7 BEST AND FINAL OFFERS

When it is deemed in the best interest of the State, the Procurement Officer may permit qualified

Offerors to revise their initial proposal by submitting a Best and Final Offer. The Procurement

Office shall notify each qualified Offeror of the scope of the requested Best and Final Offer, and

shall establish a date and time for their submission. The Procurement Office may require more

than one series of Best and Final Offers and discussions if the agency head or designee makes a

determination that it is in the State‘s best interest to do so. If more than one Best and Final Offer

is requested, an Offeror‘s immediate previous offer shall be construed as its best and final unless

the Offeror submits a timely notice of withdrawal or another Best and Final Offer. The

Procurement Officer may consult with and seek recommendation of the Evaluation Committee

during the best and final offer process.

9.8 DEBRIEFING OF UNSUCCESSFUL OFFERORS

Unsuccessful Offerors shall be debriefed upon their written request, provided the request is made

within a reasonable period of time after receiving notice of not being recommended for award

from the Procurement Officer. Requests for debriefings shall be honored by the college at the

earliest feasible time after the request is received. Debriefings shall be held in accordance with

COMAR 21.05.03.06.

9.9 FINAL EVALUATION AND RECOMMENDATION FOR AWARD

The Committee will make a recommendation to the Procurement Officer for award of the

contract to the qualified Offeror whose proposal is determined to be most advantageous to the

State based on the results of the final technical and financial evaluations.

Contract award, if any, resulting from the RFP is subject to appropriate State approvals. Awards

exceeding $200,000 require approval of the State Board of Public Works.


10.0 Schedule of Events

Section 10: SCHEDULE OF EVENTS

Release RFP Date

Initial written questions from Offerors Date

Responses to Offeror questions mailed Date

Mandatory Offeror conference Date Time

Deadline for all Offeror questions Date

Responses to all questions mailed Date

Deadline for RFP proposals Date Time

Steering Committee meeting Date Time

(select semi-finalists)

Notify Offeror semi-finalists On or before Date

Offeror demos, 2 days each Date through Date


(select finalists)

Client site visits Date through Date


Board meeting (final decision) Date

Other Activities Read and evaluate Offeror proposals Date Through Date

Develop demonstration scenarios Date Through Date

Call Offeror client references Date Through


Appendix A

APPENDIX A: PRICE PROPOSAL FORM Document Management System

Bid/Proposal Number: ############

Bid Due Date: MM/DD/YYYY

Offerors (Vendors) may propose alternative configurations within the Cost Proposal which address optional products or services, so

long as they are clearly identified and can stand alone in comparison with one another, or with other Offeror proposals. Responses

may include information supplemental to this form but MUST include at least one 5 year cost of ownership matrix in this format.

Five-year Cost Of Ownership

Offeror Response: Please include all one-time and on-going costs associated with a successful implementation and operation. Feel

free to add rows and attach supporting detailed materials. Hardware need not be included IF the offeror provides complete detail

specifications as to the server and client hardware requirements with their proposal.


Appendix A

Category

Req'd

Y/N

Year-1

cost

Year-2

cost

Year-3

cost

Year-4

cost

Year-5

cost Total cost

SOFTWARE COSTS

(Maintenance):

Core/Server License(s) SW

(Maintenance)

Named User Licenses SW #/$

(Maintenance)

Concurrent Licenses SW #/$

(Maintenance)

Web User Licenses SW #/$

(Maintenance)

Batch or Imaging/Capture SW

(Maintenance)

Content Index/Search SW

(Maintenance)

OCR/Bar Code Recognition SW

(Maintenance)

COLD/ERM or Print Capture SW

(Maintenance)

Archive/Retention Mgt SW

(Maintenance)

Email Interface SW

(Maintenance)

ERP Interface SW

(Maintenance)


Appendix A

Category

Req'd

Y/N

Year-1

cost

Year-2

cost

Year-3

cost

Year-4

cost

Year-5

cost Total cost

SOFTWARE COSTS (continued)

(Maintenance):

Forms Design/eForms SW

(Maintenance)

Security/Encryption SW

(Maintenance)

Workflow Server/Client SW

(Maintenance)

Storage/System Management

SW

(Maintenance)

Annotation

(Maintenance)

Print/FAX Server SW

(Maintenance)

DashBoard Reporting SW

(Maintenance)

Other SW:

(Maintenance)

DATABASE

Database SW

(Maintenance)

Interface SW

Other DB:


Appendix A

Category

Req'd

Y/N

Year-1

cost

Year-2

cost

Year-3

cost

Year-4

cost

Year-5

cost Total cost

HARDWARE

Server(s)

Scanners

Work Stations

Other HW:

Hardware Maintenance

AD HOC QUERY/Rpt TOOLS (list):

List w Cost

Annual Maintenance Fees

Support Services

Other:

INSTALLATION

Software

DataBase

Hardware

Other:

TRAINING

End User

Administrator

Technical

Other:


Appendix A

Category

Req'd

Y/N

Year-1

cost

Year-2

cost

Year-3

cost

Year-4

cost

Year-5

cost Total cost

IMPLEMENTATION (provide

detail)

Project Management/planning

Consulting

Data Conversion/Mapping

Consulting

Other:


Appendix A

PRICE PROPOSAL FORM - SIGNATURE FORM

Document Management System

Bid/Proposal Number: ############

Bid Due Date: MM/DD/YYYY

Signature of Company‘s authorized representative

______________________________________________ ___________________________________________

Authorized Signature / Date Offeror‘s Company Name

______________________________________________ ___________________________________________

Printed Name and Title Offeror‘s Address

______________________________________________ ________________________________________

Phone Number Offeror‘s Tax ID#

eMaryland Marketplace registration number _________________________________________


Appendix B

APPENDIX B: BID/PROPOSAL AFFIDAVIT

A. AUTHORIZED REPRESENTATIVE

I HEREBY AFFIRM THAT:

I am the (title) and the duly authorized representative of (name of business)

and that I possess the legal authority to make this Affidavit on behalf of myself

and the business for which I am acting.

B. CERTIFICATION REGARDING COMMERCIAL NONDISCRIMINATION

The undersigned bidder hereby certifies and agrees that the following information is correct: In

preparing its bid on this project, the bidder has considered all proposals submitted from qualified,

potential subcontractors and suppliers, and has not engaged in “discrimination,” as defined in

§19-103 of the State Finance and Procurement Article of the Annotated Code of Maryland.

“Discrimination” means any disadvantage, difference, distinction, or preference in the

solicitation, selection, hiring, or commercial treatment of a vendor, subcontractor, or commercial

customer on the basis of race, color, religion, ancestry, or national origin, sex, age, marital status,

sexual orientation, or on the basis of disability or any otherwise unlawful use of characteristics

regarding the vendors, supplier’s or commercial customer’s employees or owners.

“Discrimination” also includes retaliating against any person or other entity for reporting any

incident of “discrimination”. Without limiting any other provision of the solicitation on this

project, it is understood that, if the certification is false, such false certification constitutes

grounds for the State to reject the bid submitted by the bidder on this project, and terminate any

contract awarded based on the bid. As part of its bid or proposal, the bidder herewith submits a

list of all instances within the past 4 years where there has been a final adjudicated determination

in a legal or administrative proceeding in the state of Maryland that the bidder discriminated

against subcontractors, vendors, suppliers, or commercial customers, and a description of the

status or resolution of that determination, including any remedial action taken. Bidder agrees to

comply in all respects with the State’s Commercial Nondiscrimination Policy as described under

Title 19 of the State Finance and Procurement Article of the Annotated Code of Maryland.

C. AFFIRMATION REGARDING BRIBERY CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to the best of my knowledge, information, and belief, the above business (as is

defined in §16-101(b) of the State Finance and Procurement Article of the Annotated Code of

Maryland), or any of its officers, directors, partners, controlling stockholders, or any of its

employees directly involved in the business’s contracting activities including obtaining or

performing contracts with public bodies, has been convicted of, or has had probation before

judgment imposed pursuant to Criminal Procedure Article, §6-220, Annotated Code of Maryland,

or has pleaded nolo contendere to a charge of, bribery, attempted bribery, or conspiracy to bribe

in violation of Maryland law, or of the law of any other state or federal law, except as follows

(indicate the reasons why the affirmation cannot be given and list any conviction, plea, or

imposition of probation before judgment with the date, court, official or administrative body, the

sentence or disposition, the name(s) of person(s) involved, and their current positions and

responsibilities with the business):

____________________________________________________________

____________________________________________________________


Appendix B

___________________________________________________________

D. AFFIRMATION REGARDING OTHER CONVICTIONS


Neither I, nor to the best of my knowledge, information, and belief, the above business, or any of

its officers, directors, partners, controlling stockholders, or any of its employees directly involved

in the business’s contracting activities including obtaining or performing contracts with public

bodies, has:

(1) Been convicted under state or federal statute of:

(a) a criminal offense incident to obtaining, attempting to obtain, or performing a

public or private contract; or

(b) fraud, embezzlement, theft, forgery, falsification or destruction of records, or

receiving stolen property;

(2) Been convicted of any criminal violation of a state or federal antitrust statute;

(3) Been convicted under the provisions of Title 18 of the United States Code for violation of

the Racketeer Influenced and Corrupt Organization Act, 18 U.S.C. §1961, et seq., or the

Mail Fraud Act, 18 U.S.C. §1341, et seq., for acts in connection with the submission of

bids or proposals for a public or private contract;

(4) Been convicted of a violation of the State Minority Business Enterprise Law, §14-308 of

the State Finance and Procurement Article of the Annotated Code of Maryland;

(5) Been convicted of a violation of the §11-205.1 of the State Finance and Procurement

Article of the Annotated Code of Maryland;

(6) Been convicted of conspiracy to commit any act or omission that would constitute

grounds for conviction or liability under any law or statute described in subsection (1)

through (5) above;

(7) Been found civilly liable under a state or federal antitrust statute for acts or omissions in

connection with the submission of bids or proposals for a public or private contract; or

(8) Been found in a final adjudicated decision to have violated the Commercial

Nondiscrimination Policy under Title 19 of the State Finance and Procurement Article of

the Annotated Code of Maryland with regard to a public or private contract; or

(9) Admitted in writing or under oath, during the course of an official investigation or other

proceedings, acts or omissions that would constitute grounds for conviction or liability

under any law or statute described in §§B — C and subsections (1) through (8) above,

except as follows (indicate reasons why the affirmations cannot be given, and list any

conviction, plea, or imposition of probation before judgment with the date, court, official

or administrative body, the sentence or disposition, the name(s) of the person(s) involved

and their current positions and responsibilities with the business, and the status of any

debarment):

________________________________________________________________________

________________________________________________________________________

______________________________________________________

E. AFFIRMATION REGARDING DEBARMENT


Neither I, nor to the best of my knowledge, information, and belief, the above business, or any of

its officers, directors, partners, controlling stockholders, or any of its employees directly involved


Appendix B

in the business’s contracting activities including obtaining or performing contracts with public

bodies, has ever been suspended or debarred (including being issued a limited denial of

participation) by any public entity, except as follows (list each debarment or suspension providing

the dates of the suspension or debarment, the name of the public entity and the status of the

proceedings, the name(s) of the person(s) involved and their current positions and responsibilities

with the business, the grounds of the debarment or suspension, and the details of each person's

involvement in any activity that formed the grounds of the debarment or suspension):

________________________________________________________________________

_______________________________________________________________________

F. AFFIRMATION REGARDING DEBARMENT OF RELATED ENTITIES


(1) The business was not established and it does not operate in a manner designed to evade

the application of or defeat the purpose of debarment pursuant to §16-101, et seq., of the

State Finance and Procurement Article of the Annotated Code of Maryland; and

(2) The business is not a successor, assignee, subsidiary, or affiliate of a suspended or

debarred business, except as follows (you must indicate the reasons why the affirmations

cannot be given without qualification):

_______________________________________________________________________

_______________________________________________________________________

G. SUB-CONTRACT AFFIRMATION


Neither I, nor to the best of my knowledge, information, and belief, the above business, has

knowingly entered into a contract with a public body under which a person debarred or suspended

under Title 16 of the State Finance and Procurement Article of the Annotated Code of Maryland

will provide, directly or indirectly, supplies, services, architectural services, construction related

services, leases of real property, or construction.

H. AFFIRMATION REGARDING COLLUSION


Neither I, nor to the best of my knowledge, information, and belief, the above business has:

(1) Agreed, conspired, connived, or colluded to produce a deceptive show of competition in

the compilation of the accompanying bid or offer that is being submitted;

(2) In any manner, directly or indirectly, entered into any agreement of any kind to fix the

bid price or price proposal of the bidder or offeror or of any competitor, or otherwise

taken any action in restraint of free competitive bidding in connection with the contract

for which the accompanying bid or offer is submitted.

I. FINANCIAL DISCLOSURE AFFIRMATION


I am aware of, and the above business will comply with, the provisions of §13-221 of the State

Finance and Procurement Article of the Annotated Code of Maryland, which require that every

business that enters into contracts, leases, or other agreements with the State of Maryland or its

agencies during a calendar year under which the business is to receive in the aggregate $100,000

or more shall, within 30 days of the time when the aggregate value of the contracts, leases, or

other agreements reaches $100,000, file with the Secretary of State of Maryland certain specified


Appendix B

information to include disclosure of beneficial ownership of the business.

J. POLITICAL CONTRIBUTION DISCLOSURE AFFIRMATION


I am aware of, and the above business will comply with, Election Law Article, §§14-101—14-

108, Annotated Code of Maryland, which requires that every person that enters into contracts,

leases, or other agreements with the State of Maryland, including its agencies or a political

subdivision of the State, during a calendar year in which the person receives in the aggregate

$100,000 or more shall file with the State Board of Elections a statement disclosing contributions

in excess of $500 made during the reporting period to a candidate for elective office in any

primary or general election.

K. DRUG AND ALCOHOL FREE WORKPLACE

(Applicable to all contracts unless the contract is for a law enforcement agency and the agency

head or the agency head's designee has determined that application of COMAR 21.11.08 and this

certification would be inappropriate in connection with the law enforcement agency's undercover

operations.)

I CERTIFY THAT:

(1) Terms defined in COMAR 21.11.08 shall have the same meanings when used in this

certification.

(2) By submission of its bid or offer, the business, if other than an individual, certifies and

agrees that, with respect to its employees to be employed under a contract resulting from

this solicitation, the business shall:

(a) Maintain a workplace free of drug and alcohol abuse during the term of the

contract;

(b) Publish a statement notifying its employees that the unlawful manufacture,

distribution, dispensing, possession, or use of drugs, and the abuse of drugs or

alcohol is prohibited in the business' workplace and specifying the actions that

will be taken against employees for violation of these prohibitions;

(c) Prohibit its employees from working under the influence of drugs or alcohol;

(d) Not hire or assign to work on the contract anyone whom the business knows, or

in the exercise of due diligence should know, currently abuses drugs or alcohol

and is not actively engaged in a bona fide drug or alcohol abuse assistance or

rehabilitation program;

(e) Promptly inform the appropriate law enforcement agency of every drug-related

crime that occurs in its workplace if the business has observed the violation or

otherwise has reliable information that a violation has occurred;

(f) Establish drug and alcohol abuse awareness programs to inform its employees

about:

(i) The dangers of drug and alcohol abuse in the workplace;

(ii) The business' policy of maintaining a drug and alcohol free workplace;

(iii) Any available drug and alcohol counseling, rehabilitation, and employee

assistance programs; and

(iv) The penalties that may be imposed upon employees who abuse drugs and

alcohol in the workplace;


Appendix B

(g) Provide all employees engaged in the performance of the contract with a copy of

the statement required by §K(2)(b), above;

(h) Notify its employees in the statement required by §K(2)(b), above, that as a

condition of continued employment on the contract, the employee shall:

(i) Abide by the terms of the statement; and

(ii) Notify the employer of any criminal drug or alcohol abuse conviction for

an offense occurring in the workplace not later than 5 days after a

conviction;

(i) Notify the procurement officer within 10 days after receiving notice under

§K(2)(h)(ii), above, or otherwise receiving actual notice of a conviction;

(j) Within 30 days after receiving notice under §K(2)(h)(ii), above, or otherwise

receiving actual notice of a conviction, impose either of the following sanctions

or remedial measures on any employee who is convicted of a drug or alcohol

abuse offense occurring in the workplace:

(i) Take appropriate personnel action against an employee, up to and

including termination; or

(ii) Require an employee to satisfactorily participate in a bona fide drug or

alcohol abuse assistance or rehabilitation program; and

(k) Make a good faith effort to maintain a drug and alcohol free workplace through

implementation of §K(2)(a)—(j), above.

(3) If the business is an individual, the individual shall certify and agree as set forth in §K(4),

below, that the individual shall not engage in the unlawful manufacture, distribution,

dispensing, possession, or use of drugs or the abuse of drugs or alcohol in the

performance of the contract.

(4) I acknowledge and agree that:

(a) The award of the contract is conditional upon compliance with COMAR

21.11.08 and this certification;

(b) The violation of the provisions of COMAR 21.11.08 or this certification shall be

cause to suspend payments under, or terminate the contract for default under

COMAR 21.07.01.11 or 21.07.03.15, as applicable; and

(c) The violation of the provisions of COMAR 21.11.08 or this certification in

connection with the contract may, in the exercise of the discretion of the Board of

Public Works, result in suspension and debarment of the business under COMAR

21.08.03.

L. CERTIFICATION OF CORPORATION REGISTRATION AND TAX PAYMENT


(1) The business named above is a (domestic ___) (foreign __) corporation registered in

accordance with the Corporations and Associations Article, Annotated Code of

Maryland, and that it is in good standing and has filed all of its annual reports, together

with filing fees, with the Maryland State Department of Assessments and Taxation, and

that the name and address of its resident agent filed with the State Department of

Assessments and Taxation is:

Name:

Address:


Appendix B

(If not applicable, so state).

(2) Except as validly contested, the business has paid, or has arranged for payment of, all

taxes due the State of Maryland and has filed all required returns and reports with the

Comptroller of the Treasury, the State Department of Assessments and Taxation, and the

Department of Labor, Licensing, and Regulation, as applicable, and will have paid all

withholding taxes due the State of Maryland prior to final settlement.

M. CONTINGENT FEES


The business has not employed or retained any person, partnership, corporation, or other entity,

other than a bona fide employee, bona fide agent, bona fide salesperson, or commercial selling

agency working for the business, to solicit or secure the Contract, and that the business has not

paid or agreed to pay any person, partnership, corporation, or other entity, other than a bona fide

employee, bona fide agent, bona fide salesperson, or commercial selling agency, any fee or any

other consideration contingent on the making of the Contract.

N. Repealed.

O. ACKNOWLEDGEMENT

I ACKNOWLEDGE THAT this Affidavit is to be furnished to the Procurement Officer and may

be distributed to units of: (1) the State of Maryland; (2) counties or other subdivisions of the State

of Maryland; (3) other states; and (4) the federal government. I further acknowledge that this

Affidavit is subject to applicable laws of the United States and the State of Maryland, both

criminal and civil, and that nothing in this Affidavit or any contract resulting from the submission

of this bid or proposal shall be construed to supersede, amend, modify or waive, on behalf of the

State of Maryland, or any unit of the State of Maryland having jurisdiction, the exercise of any

statutory right or remedy conferred by the Constitution and the laws of Maryland with respect to

any misrepresentation made or any violation of the obligations, terms and covenants undertaken

by the above business with respect to (1) this Affidavit, (2) the contract, and (3) other Affidavits

comprising part of the contract.

I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY

THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST

OF MY KNOWLEDGE, INFORMATION, AND BELIEF.

Date: By:

(Authorized Representative and Affiant)


Appendix C

APPENDIX C: SAMPLE CONTRACT AGREEMENT


2901 LIBERTY HEIGHTS AVENUE

BALTIMORE, MARYLAND 21215

I. PARTIES TO THE CONTRACT:

THIS AGREEMENT made the day of ,2007 by and between

Name of Firm:

Address:

Contact: _________________________________________________________

Phone: Fax #: ________________________________

herein called "Contractor” and the State of Maryland, for the use of Baltimore City Community College

of, herein called "college." Witnesseth, that the Contractor and college for the consideration here

mentioned agree as follows:

II. SCOPE OF CONTRACT: The Contractor's obligations and duties under this contract shall

include, but are not limited to, the following:

The Contractor shall provide the services as outlined within Sections three (3) through seven (7)

of the RFP #

All terms and conditions under the solicitation and its attachment(s), and any amendments thereto

are also incorporated herein and are made a part of this Contract. To the extent that any

provisions of the Proposal prepared by the Contractor are inconsistent with the provision of the

solicitation prepared by the college, the provisions of the solicitation prepared by the college shall

control. These obligations and duties of the Contractor are subject to the right of the college to

order changes within the scope of the Contract including substitutions, variations in quantities,

temporary stops or delays in performance, upon written notice to the Contractor.

III. TERMS AND CONDITIONS:

1. TERM OF CONTRACT:

The contract term shall be dependent upon the mutually agreed upon project plan for the delivery

and implementation of the system. It shall commence upon the issuance of the Notice to Proceed

by the Procurement Officer.

2. COMPENSATION AND METHOD OF PAYMENT:

The college will pay the Contractor compensation per completion and acceptance of each phase per the

Price Proposal Form upon receipt of an approved invoice.

The college reserves the right to reduce or withhold contract payment in the event the Contractor does

not provide the college with all required deliverables within the time frame specified in the contract, or


Appendix C

in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

Any such action on the part of the college, or dispute of such action by the Contractor, shall be in

accordance with the provisions of Title 15 of the State Finance and Procurement Article (Procurement

Contract Administration and Dispute Resolution), Annotated Code of Maryland, and COMAR 21.10.

Invoices must be addressed to Accounts Payable, Baltimore City Community College, 2901 Liberty

Heights Avenue, Baltimore, Maryland 21215-7893. All invoices must be signed by the Contractor and

must include the following: the State’s assigned contract control number, the Contractor’s name and

mailing address, the Contractor’s social security number of federal tax ID number; the goods/services

provided; the time period covered by the invoice; the amount of requested payment; and the date.

IV. GENERAL TERMS AND CONDITIONS

1. TAX EXEMPTION: The college is generally exempt from Federal Excise Taxes, Maryland Sales

and Use Taxes, District of Columbia Sales Taxes and Transportation Taxes. Exemption certificates shall

be completed upon request. Where a Contractor is required to furnish and install materials for the

construction of improvement of real property in performance of a contract the Contractor shall pay the

Maryland Sales Tax and the exemption does not apply.

2. NON-AVAILABILITY OF FUNDING: If the General Assembly fails to appropriate funds or if

funds are not otherwise made available for continued performance for any fiscal year of this Contract

succeeding the first fiscal period, this Contract shall be canceled automatically as of the beginning of the

fiscal year for which funds were not appropriated or otherwise made available; provided, however, that

this will not affect either the State's rights or the Contractor's rights under any termination clause in this

Contract. The effect of termination of the Contract hereunder will be to discharge both the Contractor and

the State from future performance of the Contract but not from their rights and obligations existing at the

time of termination. The Contractor shall be reimbursed for the reasonable value of any non-recurring

costs incurred but not amortized in the price of the Contract. The State shall notify the Contractor as soon

as it has knowledge that funds might not be available for the continuation of this Contract for each

succeeding fiscal year beyond the first.

3. CHANGES IN SCOPE: The State shall retain the unilateral right to require changes in the scope of

services provided under the Contract so long as such changes are within the general scope of work to be

performed under the Contract.

4. CONTRACT MODIFICATIONS: Except for the unilateral right of the college to order in writing

changes in the work within the scope of the Contract, the terms of this Contract may be modified only in

writing signed by duly authorized representative of both the college and the Contractor. Every contract

modification or change order affecting Contract price is subject to prior written approval by the

procurement agency and any other appropriate authorities and to prior certification by the appropriate

fiscal authority as to the availability of funds and the effect of the modification or change order on the

project budget or the total construction costs; and if the certification discloses that a Contract modification

or change order will increase the cost beyond budgeted and available funds, the procurement agency may

not make the modifications or change order unless sufficient additional funds are made available or the

scope of the project is adjusted to permit its completion within the project budget.


Appendix C

5. NON HIRING OF OFFICIALS AND EMPLOYEES: Mandatory provision for all contracts: “No

official or employee of the State of Maryland, as defined under State Government Article, §15-102,

Annotated Code of Maryland, whose duties as such official or employee include matters relating to or

affecting the subject matter of this contract, shall during the pendancy and term of this contract and while

serving as an official or employee of the State become or be an employee of the contractor or any entity

that is a subcontract on this contract.”

6. DISPUTES: This Contract shall be subject to the provisions of the State Finance and Procurement

Article, Title 15, Subtitle 2 of the Annotated Code of Maryland and COMAR 21.10 (Administrative and

Civil Remedies). Pending resolution of a claim, the Contractor shall proceed diligently with the

performance of the Contract in accordance with the Procurement Officer's decision. Unless a lesser

period is provided by applicable statute, regulation or this contract, the Contractor must file written notice

of claim with the Procurement Officer within 30 days after the basis for the claim is known or should

have been known, whichever is earlier. Contemporaneously with or within 30 days of the filing of a

notice of claim, but no later than the date of final payment under the contract, the Contractor must submit

to the Procurement Officer its written claim continuing the information specified in COMAR 21.10.04.02.

7. NON-DISCRIMINATION: A. As a condition of entering into this Agreement, Contractor

represents and warrants that it will comply with the State’s Commercial Nondiscrimination Policy, as

described under Title 19 of the State Finance and Procurement Article of the Annotated Code of

Maryland. As part of such compliance, Contractor may not discriminate on the basis of race, color,

religion, ancestry or national origin, sex, age, marital status, sexual orientation, or on the basis of

disability or other unlawful forms of discrimination in the solicitation, selection, hiring, or commercial

treatment of subcontractors, vendors, suppliers, or commercial customers, nor shall Contractor retaliate

against any person for reporting instances of such discrimination. Contractor shall provide equal

opportunity for subcontractors, vendors, and suppliers to participate in all of its public sector and private

sector subcontracting and supply opportunities, provided that this clause does not prohibit or limit lawful

efforts to remedy the effects of marketplace discrimination that have occurred or are occurring in the

marketplace. Contractor understands that a material violation of this clause shall be considered a material

breach of this Agreement and may result in termination of this Agreement, disqualification of Contractor

from participating in State contracts, or other sanctions. This clause is not enforceable by or for the

benefit of, and creates no obligation to, any third party.

B. The contractor shall include the above Commercial Nondiscrimination clause, or similar clause

approved by DBM, in all sub-contracts.

C. As a condition of entering into this Agreement, upon the Maryland Human Relations Commission’s

request, and only after the filing of a complaint against Contractor under Title 19 of the State Finance and

Procurement Article, as amended from time to time, Contractor agrees to provide within 60 days after the

request a complete list of the names of all subcontractors, vendors, and suppliers that Contractor has used

in the past 4 years on any of its contracts that were undertaken within the state of Maryland, including the

total dollar amount paid by Contractor on each subcontract or supply contract. Contractor further agrees

to cooperate in any investigation conducted by the State pursuant to the State’s Commercial

Nondiscrimination Policy as set forth under Title 19 of the State Finance and Procurement Article of the

Annotated Code of Maryland, and to provide any documents relevant to any investigation that is


Appendix C

requested by the State. Contractor understands that violation of this clause is a material breach of this

Agreement and may result in contract termination, disqualification by the State from participating in State

contracts, and other sanctions.

8. MARYLAND LAW PREVAILS: The place of performance of this contract shall be the State of

Maryland. Provisions of this Contract shall be construed, interpreted and enforced according to the laws

governed by Maryland.

9. CONTINGENT FEE PROHIBITION: The Contractor warrants that it has not employed or

retained any person, partnership, corporation, or other entity, other than a bona fide employee or agent

working for the Contractor to solicit or secure this Contract, and that it has not paid or agreed to pay any

person, partnership, corporation, or other entity, other than a bona fide employee or agent, any fee or any

other consideration contingent on the making of this Contract. For breach or violation of this warranty,

the state shall have the right to annul this Contract without liability or, in its discretion, to deduct from the

consideration or revenue payable to the Contractor the full amount of each fee or other consideration.

10. TERMINATION FOR DEFAULT: If the Contractor fails to fulfill its obligations under this

Contract properly and on time, or otherwise violates any provision of the Contract, the State may

terminate the Contract by written notice to the Contractor. The notice shall specify the acts or omissions

relied upon as cause for termination. All finished or unfinished work provided by the Contractor shall, at

the State's option, become the State's property. The State shall pay the Contractor fair and equitable

compensation for satisfactory performance prior to receipt of notice of termination, less the amount of

damages caused by Contractor's breach. If the damages are more than the compensation payable to the

Contractor, the Contractor will remain liable after termination and the State can affirmatively collect

damages. Termination hereunto, including rights and obligations of the parties, shall be governed by the

provisions of COMAR 21.07.01.11B.

11. TERMINATION FOR CONVENIENCE: The performance of work under this Contract may be

terminated by the college in accordance with this clause in whole, or from time to time in part, whenever

the college shall determine that such termination is in the best interest of the college. The college will pay

all reasonable costs associated with this Contract that the Contractor has incurred up to the date of

termination and all reasonable costs associated with termination of this Contract. However, the

Contractor shall not be reimbursed for any anticipatory profits which have not been earned up to the date

of termination. Termination hereunto, including rights and obligations of the parties, shall be governed

by the provisions of COMAR 21.07.01.12 (A) (2).


Appendix C

12. DELAYS AND EXTENSIONS OF TIME: The Contractor agrees to perform this agreement

continuously and diligently. No charges or claims for damages shall be made by the Contractor for any

delays or hindrances, regardless of cause in the performance of work under this Contract. Time

extensions will be granted only for excusable delays that arise from unforeseeable causes beyond the

control and without the fault or negligence of the Contractor, including but not restricted to: acts of God;

acts of a public enemy; acts of the State in either its sovereign or contractual capacity; acts of another

Contractor in the performance of a Contract with the State; fires; floods; epidemics; quarantine

restrictions; strikes; freight embargoes; or delays of sub-contractors or suppliers arising from

unforeseeable cause beyond the control and without the fault or negligence of either the Contractor or

sub-contractors or suppliers.

13. COST AND PRICE CERTIFICATION: The Contractor/Consultant by submitting cost or price

information certifies that, to the best of its knowledge, the information submitted is accurate, complete,

and current as of a mutually determined specified date prior to the conclusion of any price discussions or

negotiations for:

A negotiated Contract, if the total contract price is expected to exceed $100,000, or a smaller amount set

by the procurement officer; or

A change order or Contract modification expected to exceed $100,000, or a smaller amount set by the

procurement officer;

The price under this Contract and any change order or modification hereunder, including profit or fee,

shall be adjusted to exclude any significant price increases occurring because the Contractor furnished

cost or price information which, as of the date agreed upon between the parties, was inaccurate,

incomplete, or not current.

14. CORRECTION OF ERRORS, DEFECTS, AND OMISSIONS: The Contractor agrees to perform

work as may be necessary to correct errors, defects, and omissions in the services required under this

Contract, without undue delays and without cost to the college. The acceptance of the work set forth

herein by the college shall not relieve the Contractor of the responsibility of subsequent correction of such

errors.

15. SET-OFF: The college may deduct from and set-off against any amounts due and payable to the

Contractor any back charges or damages sustained by the college by virtue of any breach of this Contract

by the Contractor or by virtue of the failure or refusal of the Contractor to perform the services or any part

of the services in a satisfactory manner. Nothing herein shall be construed to relieve the Contractor of

liability for additional costs resulting from a failure to satisfactorily perform the services.

16. SPECIFICATIONS: All materials, equipment, supplies or services shall conform to Federal and

State laws and regulations and to the specifications contained in the Request for Proposal.


Appendix C

17. DELIVERY AND ACCEPTANCE: Delivery shall be made in accordance with the solicitation

specifications. The State, in its sole discretion, may extend the time of performance for excusable delays

due to unforeseeable causes beyond the Contractor's control. The State unilaterally may order in writing

the suspension, delay, or interruption of performance hereunder. The State reserves the right to test any

materials, equipment, supplies, or services delivered to determine if the specifications have been met.

The materials listed in the bid or proposal shall be delivered FOB the point or points specified prior to or

on the date specified in the bid or proposal. Any material that is defective or fails to meet the terms of the

solicitation specifications shall be rejected. Rejected material shall be promptly replaced. The State

reserves the right to purchase replacement materials in the open market. Contractors failing to promptly

replace materials lawfully rejected shall be liable for any excess price paid for the replacement, plus

applicable expenses, if any.

18. CONFLICT OF INTEREST LAW: It is unlawful for any State officer, employee, or agent to

participate personally in his official capacity through decision, approval, disapproval, recommendation,

advice, or investigation in any Contract or other matter in which he, his spouse, parent, minor child,

brother, or sister, has a financial interest or to which any firm, corporation, association, or other

organization in which he has a financial interest or in which he is serving as an officer, director, trustee,

partner, or employee, or any person or organization with whom he is negotiating or has any arrangement

concerning prospective employment, is a party, unless such officer, employee, or agent has previously

complied with the provisions of Article 40A, §§3-101 et. seq. of the Annotated Code of Maryland.

19. FINANCIAL DISCLOSURE: The Contractors shall comply with Section 13-221 of the State

Finance and Procurement Article of the Annotated Code of Maryland, which requires that every business

that enters into contracts, leases or other agreements with the State and receives in the aggregate $100,000

or more during a calendar year shall, within 30 days of the time when the aggregate value of these

contracts, leases or other agreements reaches $100,000, file with the Secretary of State of Maryland

certain specified information to include disclosure of beneficial ownership of the business.

20. EPA COMPLIANCE: Materials, supplies, equipment, or services shall comply in all respects with

the Federal Noise Control Act of 1972 and its amendments, where applicable.

21. OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA): All materials, supplies, equipment,

or services supplied as a result of this Contract shall comply with the applicable U.S. and Maryland

Occupational Safety and Health Act standards.

22. RETENTION OF RECORDS: The Contractor shall retain and maintain all records and documents

relating to the performance of this Contract for three years after final payment by the college hereunder or

any applicable statute of limitations, whichever is longer and shall make them available for inspection and

audit by authorized representatives of the State, including the procurement officer or his/her designee at

all reasonable times.

23. INDEMNIFICATION ETC: The Contractor shall indemnify the State against liability for any suits,

actions, losses, damages, cost and expenses or claims of any character arising from or relating to the

performance or non-performance of the Contractor or its sub-contractors under this agreement.

The State of Maryland has no obligation to provide legal counsel or defense to the Contractor or its sub-

contractors in the event that a suit, claim or action of any character is brought by any person not party to


Appendix C

this Contract against the Contractor or its sub-contractors as a result of or relating to the Contractor’s

obligations under this Contract. The State has no obligation for the payment of any judgments or the

settlement of any claims against the Contractor or its sub-contractors as a result of or relating to the

Contractor’s obligations under this Contract.

The Contractor shall immediately notify the Procurement Officer of any claim or suit made or filed

against the Contractor or its sub-contractors regarding any matter resulting from or relating to the

Contractor’s obligations under the Contract, and will cooperate, assist, and consult with the State in the

defense or investigation of any claim suit, or action made or filed against the State as a result of or

relating to the Contractor’s performance under this Contract. The college shall not assume any obligation

to indemnity, hold harmless, or pay attorneys' fees that may arise from or in any way be associated with

the performance or operation of this agreement.

24. NON-ASSIGNMENT: The Contractor shall not sell, transfer, or otherwise assign its obligation

under this Contract or any portion thereof, or any of its rights, title, or interest therein, without the prior

written consent of the college.

25. QUANTITIES: The college reserves the right to solicit separate bids if a particular quantity

requirement arises which exceeds the college's normal requirements as provided in the solicitation or

exceeds an amount specified in this Contract.

26. MATERIALS: All items shipped pursuant to this Contract/Purchase Order shall be new, never

previously used, and the current model of the time.

27. RESTRICTIONS: In the event any governmental restrictions may be imposed which would

necessitate alteration of the material, quality, workmanship or performance of the items offered on this

solicitation prior to their delivery, it shall be the responsibility of the supplier to notify the college at once,

indicating in the letter the specific regulation which required an alteration. The college reserves the right

to accept any such alteration, including any price adjustments occasioned thereby, or cancel the Contract

at no expense to the college.

28. PRICE ADJUSTMENT: Any price decrease effectuated during the Contract period either by reason

of market change or on the part of the Contractor to other customers shall be passed on to the college.

29. SUSPENSION OF WORK: The procurement officer unilaterally may order the Contractor in

writing to suspend, delay, or interrupt all or any part of the work for a period of time as he may determine

to be appropriate for the convenience of the college.

30. PRE-EXISTING REGULATIONS: In accordance with the provisions of Section 11-206 of the

State Finance and Procurement Article, Annotated Code of Maryland, the regulations set forth in Title 21

of the Code of Maryland Regulations (COMAR Title 21) in effect on the date of execution of this

Contract, are applicable to this Contract.


Appendix C

31. PAYMENT OF COLLEGE OBLIGATIONS: Payments to the Contractor pursuant to this Contract

shall be made no later than thirty (30) days after the college's receipt of a proper invoice from the

Contractor. Each invoice for services rendered must reflect the Contractor’s federal tax identification

number. Charges for late payment of the invoices other than as prescribed by Title 15, Subtitle 1 of the

State Finance and Procurement Article, Annotated Code of Maryland, or by the Public Service

Commission of Maryland with respect to regulated public utilities, as applicable, are prohibited.

32. COMPLIANCE WITH LAWS: The Contractor hereby represents and warrants that: a) it is

qualified to do business in the State of Maryland and that it will take such action as, from time to time,

may be necessary to remain so qualified; b) it is not in arrears with respect to the payment of any monies

due and owing the State of Maryland or any department or unit thereof, including but not limited to the

payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this

Contract; c) it shall comply with all federal, state and local laws, regulations and ordinances applicable

to its activities and obligations under this Contract; and d) it shall procure, at its expense, all licenses,

permits, insurance and governmental approvals, if any, necessary to the performance of its obligations

under this Contract.

33. POLITICAL CONTRIBUTION DISCLOSURE: The Contractor shall comply with the Election

Law, Sections 14-101 through 14-108, Annotated Code of Maryland, which requires that every person

that enters into contracts, leases, or other agreements with the State, a county, or an incorporated

municipality, or their agencies, during a calendar year in which the person receives in the aggregate

$100,000 or more, shall file with the State Board of Elections a statement disclosing contributions in

excess of $500 made during the reporting period to a candidate for elective office in any primary or

general election. The statement shall be filed with the State Board of Elections: (1) before a purchase or

execution of a lease or contract by the State, a county, an incorporated municipality, or their agencies, and

shall cover the preceding two calendar years; and (2) if the contribution is made after the execution of a

lease or contract, then twice a year, throughout the contract term, on : (a) February 5, to cover the 6-

month period ending January 31; and (b) August 5, to cover the 6-month period ending July 31.”

34. DISSEMINATION OF INFORMATION CLAUSE: During the term of this Contract, the

Contractor shall not release any information related to the services or performance of the services under

this Contract nor publish any final reports or documents without the prior written approval of the college.

The Contractor shall indemnify and hold harmless the State and the Agency, its officers, agents and

employees, from all liability which may be incurred by reason of dissemination, publication, distribution

of documents, or materials pertaining in any way to this Contract by the Contractor, its agents or

employees.

35. ALTERATION OF TERMS: Any proposal for terms in addition to or different from those set forth

in this Contract or any attempt by the Contractor to vary any of the terms of this offer by Contractor's

acceptance shall not operate as a rejection of this offer, unless such variance is in the terms of the

description, quantity, price or delivery schedule, but shall be deemed a material alteration thereof, and this

offer shall be deemed acceptable by the Contractor, without the additional or different terms. If this

Contract is an acceptance of a prior offer by the Contractor, the acceptance is expressly conditioned upon

Contractor's assent to any additional or different terms contained herein. The Contractor understands and

agrees that the terms and conditions of this Contract may not be waived.


Appendix C

36. CONTRACT AFFIDAVIT: The Contractor must execute the Contract Affidavit, which is attached

to and incorporated by reference in this Contract.

37. INTELLECTUAL PROPERTY: Contractor agrees to indemnify and save harmless the State, its

officers, agents and employees with respect to any claim, action, cost or judgment for patent

infringement, or trademark, or copyright violation arising out of purchase or use of materials, supplies,

equipment or services covered by this contract.

38. DRUG AND ALCOHOL FREE WORKPLACE: The Contractor warrants that the Contractor shall

comply with COMAR 21.11.08 Drug and Alcohol Free Workplace, and that the Contractor shall remain

in compliance throughout the term of this contract.

39. LIABILITY FOR LOSS OF DATA: In the event of loss of any data or records necessary for the

performance of this Contract, where such loss is due to the error or negligence of the Contractor, the

Contractor shall be responsible for reconstructing any such data at no additional cost to the State.

40. SUBCONTRACTING: The Contractor may not subcontract any portion of the services provided

under this Contract without obtaining the prior written approval of the State, nor may the Contractor

assign this Contract, or any of its rights or obligations hereunder, without the prior written approval of the

State. Any such subcontract or assignment shall be subject to any terms and conditions that the

Department deems necessary to protect the interest of the State. The college shall not be responsible for

the fulfillment of the Contractor’s obligations to sub-contractors.

41. AMERICANS WITH DISABILITIES ACT: The Contractor agrees to comply with the Americans

with Disabilities Act, Public Law 101-336, all requirements imposed by the applicable Code of Federal

Regulations, and all guidelines and interpretations issued pursuant thereto. The Contractor shall assure

that its facilities, services, and programs are accessible to individuals with disabilities as required by the

Americans with Disabilities Act. The Contractor shall not discriminate against individuals with

disabilities in the provision of its services and programs unless to do so would be an undue burden or

result in a fundamental alteration in the program as those terms are used in Title II of the Act. The

Contractor shall bear sole responsibility for assuring that this Agreement conforms to Section 501 © of

the Americans with Disabilities Act (42 U.S.C.12201) as a bona fide benefit plan.

42. CONFLICTING TERMS: The Contractor understands and agrees that the terms and conditions of

this Attachment are mandatory under State law, may not be waived, and that they supersede any

conflicting terms and conditions set forth in the Contract, which shall be deemed to be amended to

incorporate therein the provisions set forth in this Attachment.


Appendix C

43. CONFIDENTIALITY: Subject to the Maryland public Information Act and any other applicable

laws, all confidential or proprietary information and documentation relating to either party (including

without limitation any information or data stored within the Contractor’s computer systems) shall be held

in absolute confidence by the other party. Each shall, however, be permitted to disclose relevant

confidential information to its officers, agents, and employees to the extent that such disclosure is

necessary for the performance of their duties under this Contractor, provided that the data may be

collected, used, disclosed, stored, and disseminated only as provided by and consistent with the law. The

provisions of this section shall not apply to information that (a) is lawfully in public domain; (b) has been

independently developed by the other party without violation of this Contract; (c) was already in the

possession of such party; (d) was supplied to such party by a third party lawfully in possession thereof

and legally permitted to further disclose the information; or (e) such party is required to disclose by law.


Appendix C

IN WITNESS WHEREOF of the parties hereunto have executed this Agreement the day and year first

above written.

Contractor's Name

Federal ID # or SSN Contractor's Address

City, State, Zip Code

Authorized Signature

Witness Typed Name

Baltimore City Community College Name of Agency

Signature

Dr. Carolane Williams Witness Typed Name

President

Title


Appendix D

APPENDIX D: CONTRACT AFFIDAVIT A. AUTHORIZED REPRESENTATIVE I HEREBY AFFIRM THAT:

I am the (title) and the duly

authorized representative of

(business) and I possess the legal authority to make

this Affidavit on behalf of myself and the business for which I am acting.

B. CERTIFICATION OF CORPORATION REGISTRATION AND TAX PAYMENT I FURTHER AFFIRM THAT:

The business named above is a (domestic___) (foreign___) corporation registered in accordance with the

Corporations and Association Article, Annotated Code of Maryland, and that it is in good standing and

has filed all its annual reports, together with filing fees, with the Maryland State Department of

Assessments and Taxation, and that the name and address of its resident agent filed with the State

Department of Assessments and Taxation is:

Name:

Address:

Except as validly contested, the business has paid, or has arranged for payment of, all taxes due the State

of Maryland and has filed all required returns and reports with the Comptroller of the Treasury, the State

Department of Assessments and Taxation, and the Department of Labor, Licensing, and Regulations, as

applicable, and will have paid all withholding taxes due the State of Maryland prior to final settlement.

C VALIDITY OF AFFIRMATIONS


To the best of my knowledge, information, and belief, each of the affirmations, certifications, or

acknowledgments contained in the Bid/Proposal Affidavit dated _________________, 20___ , and

executed by me for the purpose of obtaining the contract to which this Exhibit is attached remains true

and correct in all respects as made as of the date of this Contract Affidavit and as fully set forth herein.

I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE

CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY

KNOWLEDGE, INFORMATION AND BELIEF.

Date: By:

(Authorized Representative and Affiant)


Appendix E

APPENDIX E: MBE INSTRUCTIONS/FORMS

MBE Instructions / Forms

State of Maryland


MBE Participation

Purpose

Contractor shall structure its procedures for the performance of the work required in this contract to

attempt to achieve the MBE goal stated in the RFP. MBE performance must be in accordance with this

Exhibit, as authorized be COMAR 21.11.03. Contractor agrees to exercise all good faith efforts to carry

out the requirements set forth in this Exhibit.

MBE Goals and Sub-Goals

X An MBE subcontractor participation goal of 25 percent of the total contract dollar amount has

been established for this procurement. By submitting a response to this solicitation, the bidder or

offeror agrees that this dollar amount of the contract will be performed by certified MBE’s

Or

□ An overall MBE subcontract participation goal of ___ percent of the total contract dollar amount

has been established for this procurement. This dollar amount includes:

□ A sub-goal of ____ percent of the total contract dollar amount to be allocated to

certified MBE’s classified as women-owned business.

□ A sub-goal of ___percent of the total contract dollar amount to be allocated to

certified MBE’s classified as African American-owned businesses.

By submitting a response to this solicitation, the bidder or the offeror agrees that these dollar

amounts of the contract will be performed by certified MBE’s specified.

A Prime Contractor, including an MBE Prime Contractor, must accomplish an amount of work not

less than the MBE subcontract goals with certified MBE subcontractors.

A Prime Contractor comprising a joint venture that includes MBE partners (s) must accomplish the

MBE subcontract goal with certified MBE subcontractors.


Appendix E

Attachment E – MBE Instructions / Forms (cont.)

Solicitation and Contract Formation

A bidder or offeror must include with its bid or offer:

(1) A completed Certified MBE Utilization and Fair Solicitation Affidavit (Attachment

D-1) whereby the bidder or offeror acknowledges the certified MBE participation

goal or requests a waiver, commits to make a good faith effort to achieve the goal,

and affirms that MBE subcontractors were treated fairly in the solicitation process.

(2) A completed MBE Participation Schedule (Attachment D-2) whereby the bidder or

offeror responds to the expected degree of MBE participation as stated in the

solicitation, by identifying the specific commitment of certified MBE at the time of

submission. The bidder or offeror shall specify the price and/or the percentage of

contract value associated with each MBE subcontractor identified on the MBE

Participation Schedule.

If a bidder or offeror fails to submit Attachment E-1 and Attachment E-2 at the

time of submittal of the bid or offeror as required, the Procurement Officer

shall deem the bid non-responsive or shall determine that the offer is not

reasonably susceptible of being selected for award.

Within 10 working days from notification that it is the apparent awardee or from the date of the actual

award, whichever is earlier, the apparent awardee must provide the following documentation to the

Procurement Officer.

(1) Outreach Efforts Compliance Statement (Attachment D-3)

(2) Subcontractor Project Participation Statement (Attachment D-4)

(3) If the apparent awardee has requested a waiver (in whole or in part) of the overall

MBE goal or of any subgoal as part of the previously submitted Attachment D-1, it

must submit documentation supporting the waiver request that complies with

COMAR 21.11.03.11.

(4) Any other documentation required by the Procurement Officer to ascertain bidder or

offeror responsibility in connection with the certified MBE participation goal.

If the apparent awardee fails to return each completed document within the required time,

the Procurement Officer may determine that the apparent awardee is not responsible and

therefore not eligible for contract ward. If the contract has already been awarded, the

award is voidable.


Appendix E

Attachment - MBE Instruction / Forms (contd.)

Contract Administration Requirements

Contractor shall:

1. Submit monthly to the Department a report listing any unpaid invoices, over 30 days old, received

from any certified MBE subcontractor, the amount of each invoice and the reason payment has not

been made.

2. Include in its agreements with its certified MBE subcontractors a requirement that those

subcontractors submit monthly to the Department a report that identifies the prime contract and lists

all payments received from Contractor in the preceding 30 days, as well as any outstanding invoices,

and the amounts of those invoices.

3. Maintain such records as are necessary to confirm compliance with its MBE participation obligations.

These records must indicate the identity of certified minority and non-minority subcontractors

employed on the contract, the type of work performed by each, and the actual dollar value of work

performed. Subcontract agreements documenting the work performed by all MBE participants must

be retained by the contractor and furnish to the Procurement Officer on request.

4. Consent to provide such documentation as reasonably requested and to provide right-of entry at

reasonable times for the purposes of the State’s representatives verifying compliance with the MBE

participation obligations. Contractor must retain all records concerning MBE participation and make

them available for State inspection for three years after final completion of the contract.

5. At the option of the procurement agency, upon completion of the contract and before final payment

and/or release of retainage, submit a final report in affidavit form and under penalty of perjury, of all

payments made to, or withheld from MBE subcontractors.

Attachments D-1 Certified MBE Utilization and Fair Solicitation Affidavit (must be submitted with bid or

offer)

D-2 MBE participation Schedule (must be submitted with bid or offer)

D-3 Outreach Efforts Compliance Statement (must be submitted within 10 days working days

of notification of apparent award or actual award, whichever is earlier)

D-4 Subcontractor Project Participation Statement (must be submitted within 10 working days

of notification of apparent award or actual award, whichever is earlier)


Appendix E

Attachment E-1

Certified MBE Utilization and Fair Solicitation

Affidavit

*****EFFECTIVE OCTOBER 1, 2004*****

This document shall be included with the submittal of the bid or offer. If the bidder or offeror

fails to submit this form with the bid or offer, the Procurement Officer shall deem the bid non-

responsive or shall determine that the offer is not reasonably susceptible of being selected for

award.

In conjunction with the bid or offer submitted in response to Solicitation No. R95R8200221, I Affirm the

following:

1. I acknowledge the overall certified MBE participation goal of ______ percent and, if specified in

the solicitation sub-goals of ______percent for MBE’s classified as African American-owned and

____ percent for MBE’s classified as women owned. I have made a good faith effort to achieve

this goal.

OR

After having made a good faith effort to achieve the MBE participation goal, I conclude I am

unable to achieve it. Instead, I intend to achieve an MBE goal of _____ % and request a wavier

of the remainder of the goal. If I submit the apparent low bid or am selected as the apparent

awardee (competitive sealed proposal), I will submit written waiver documentation that complies

with COMAR 21.11.03.11 within 10 business days of receiving notification that our firm is the

apparent low bidder or the apparent awardee.

2. I acknowledge that the MBE subcontractor/suppliers listed in the MBE participation Schedule

will be used to accomplish the percentage of MBE participation that I intend to achieve.

3. I have identified the specific commitment of certified MBE’s by completing and submitting an

MBE Participation Schedule with the bid or proposal.

4. I understand that if I am not notified that I am the apparent awardee, I must submit the following

documentation within 10 working days of receiving notice of potential award or form the date of

conditional award (per COMAR 21.11.03.10), whichever is earlier.

a. Outreach Efforts Compliance Statement (Attachment D-3)

b. Subcontractor Project Participation Statement (Attachment D-4)

c. MBE Waiver Documentation per COMAR 21.11.03.11 (if applicable)

d. Any other documentation required by the Procurement Officer to ascertain bidder or

offeror responsibility in connection with the certified MBE participation goal.

I acknowledge that if I fail to return each completed document within the required time, the

Procurement Officer may determine that I am not responsible and therefore not eligible for

contract award. If the contract has already been awarded, the award is voidable.

5. In the solicitation of subcontract quotations or offers, MBE subcontractors were provided not less

that the same information and amount of time to respond as were non-MBE subcontractors.


Appendix E

I solemnly affirm under the penalties of perjury that the contents of this paper are true to the best

of my knowledge, information, and belief.

______________________________ ________________________________

Bidder/Offeror’s Name Signature of Affiant

_____________________________ ________________________________

Address Printed name, Title

_____________________________

________________________________

Date

SUBMIT THIS AFFIDAVIT WITH BID/PROPOSAL


Appendix E

MBE Participation Schedule

*****EFFECTIVE OCTOBER 1, 2004*****

This document shall be included with the submittal of the bid or offer. If the bidder or offeror fails

to submit this form with the bid or offer, the Procurement Officer shall deem the bid non-

responsive or shall determine that the offer is not reasonably susceptible of being selected for

award.

______________________________________________________________________________

Prime Contractor (Firm Name, Address, Phone) Project Description

______________________________________________________________________________

Project Number

Minority Firm’s Name: MBE Certification Number

______________________________________________________________________________

Work to be Performed/SIC

______________________________________________________________________________

Percentage of Total Contract

Minority Firm Name: MBE Certification Number

______________________________________________________________________________


______________________________________________________________________________



Appendix E

USE ATTACHMENT E-2 CONTINUATION PAGE AS NEEDED

TOTAL MBE PARTICIPATION: _______________%

TOTAL AFRICAN-AMERICAN MBE PARTICIPATION: _______________%

TOTAL WOMAN-OWNED MBE PARTICIPATION: _______________%

Document Prepared By: (Please print or Type)

Name: ________________________________ Title:_______________________________


Appendix E

Attachment E-2


MBE Participation Schedule


______________________________________________________________________________


______________________________________________________________________________



______________________________________________________________________________


______________________________________________________________________________



______________________________________________________________________________


______________________________________________________________________________



______________________________________________________________________________


______________________________________________________________________________



Appendix E

Outreach Efforts Compliance Statement In conjunction with the bid or offer submitted in response to Solicitation No. ________________,

I state the following:

1. Bidder / Offeror identified opportunities to subcontract in these specific work

categories:

2. Attached to this form are copies of written solicitations (with bidding instructions)

used to solicit certified MBE’s for these subcontract opportunities.

3. Bidder / Offeror made the following attempts to contract personally the solicited MBE’s:

4. □ Bidder / Offeror assisted MBE’s to fulfill or to seek waiver of bonding

requirements (Describe Efforts).

□ This project does not involve bonding requirements.

5. □ Bidder/Offeror did/did not attend the pre-bid / proposal conference.

□ No pre-bid / proposal conference was held.

_________________________________ By: ______________________________

Bidder / Offeror Name

_________________________________ ______________________________

Address Name, Title

______________________________

Date


Appendix E

Subcontractor Project Participation Statement SUBMIT ONE FORM FOR EACH CERTIFIED MBE LISTED IN THE MBE PARTICIAPTION

SCHEDULE

Provided that ___________________________________________ is awarded the State contract

in conjunction with Solicitation No. _________________, it and _________________________,

MDOT Certification No. ________________, intend to enter into a contract by which

Subcontractor shall:

(describe work)

________________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

_____________________________________________________________________________________

□ No bonds are required of Subcontractor

□ The following amount and type of bonds are required of the Subcontractor:

____________________________________ _____________________________________

Prime Contractor Signature Subcontractor Signature

By: ________________________________ By: _________________________________

Name, Title Name, Title

___________________________________ _____________________________________

Date Date


Appendix E

ATTACHMENT E-5


Minority Business Enterprise Participation

Prime Contractor Paid/Unpaid MBE Invoice Report

Report #: ________ Reporting Period (Month/Year): _____________ Report is due by the 15

th of the month following the

month the services were provided.

Contract #: Contracting Unit: Contract Amount: MBE Subcontract Amt: Project Begin Date: Project End Date: Services Provided:

Prime Contractor:

Contact Person:

Address:

City:

State:

ZIP:

Phone:

FAX:

Subcontractor Name:

Contact Person:

Phone:

FAX:

Subcontractor Services Provided: List all payments made to MBE subcontractor named

above during this reporting period: Invoice# Amount 1.

2.

3.

Total Dollars Paid: $____________________________

List dates and amounts of any outstanding invoices:

Invoice # Amount 1.

2.

3.

Total Dollars Unpaid: $__________________________

**If more than one MBE subcontractor is used for this contract, you must use separate D-5 forms.

**Return one copy (hard or electronic) of this form to the following address

(electronic copy with signature and date is preferred):

Lonnie McKenzey Procurement Specialist Baltimore City Community College 2109 Liberty Heights Avenue Baltimore, MD 21215 [email protected]

Signature:________________________________________________ Date:_____________________


Appendix E

ATTACHMENT E-6

Minority Business Enterprise Participation

Subcontractor Paid/Unpaid MBE Invoice Report

Report#: ____ Reporting Period (Month/Year): ________________ Report is due by the 15

th of the month following the

month the services were performed.

Contract # Contracting Unit: MBE Subcontract Amount: Project Begin Date: Project End Date: Services Provided:

MBE Subcontractor Name:

MDOT Certification #:

Contact Person:

Address:

City:

State: Maryland

ZIP:

Phone:

FAX:

Subcontractor Services Provided: List all payments received from Prime Contractor

during reporting period indicated above. Invoice Amt Invoice # Date 1.

2.

3.

Total Dollars Paid: $_________________________

List dates and amounts of any unpaid invoices over 30

days old. Invoice Amt Invoice # Date 1.

2.

3.

Total Dollars Unpaid: $_________________________

Prime Contractor: Contact Person

**Return one copy (hard or electronic) of this form to the following address

(electronic copy with signature and date is preferred):

Lonnie McKenzey Procurement Specialist Baltimore City Community College 2910 Liberty Heights Avenue Baltimore, MD 21215 [email protected]

Signature:________________________________________________ Date:_____________________


Appendix F

APPENDIX F: DOCUMENT RETENTION AND DISPOSAL POLICY

The following pages are the Document Retention and Disposal Policy followed

by Baltimore City Community College.

state of maryland baltimore city community...

Documents